Executive Assistant

The Executive Assistant provides high level administrative, scheduling, and coordination support to the Executive Director and serves as a shared resource to the organization’s leadership team. This role keeps the Executive Director’s calendar, correspondence, and priorities organized, prepares materials for board and committee meetings, and helps the leadership team plan and follow through on projects, events, and deadlines. The Executive Assistant is often the first point of contact for the office and represents the Council professionally to staff, board members, funders, elected officials, and community partners. The role requires discretion, sound judgment, and the ability to manage confidential information with care.

Essential Functions:

Executive Support

• Manage the Executive Director’s calendar, including scheduling meetings, resolving conflicts, and protecting time for organizational priorities
• Coordinate travel, registrations, and logistics for the Executive Director and leadership team
• Draft, review, and proofread correspondence, memos, and other documents on behalf of the Executive Director
• Track action items and deadlines and follow up to keep projects moving forward
• Prepare briefing materials and background information ahead of meetings
• Handle sensitive and confidential information with discretion and professionalism

Leadership Team Support

• Provide scheduling and administrative support to the Director of Operations, Director of Programs, and Director of Professional Development as needed
• Coordinate cross team meetings, agendas, and shared calendars
• Assist the leadership team in gathering reports, presentations, and program materials
• Help prepare grant, board, and funder reports by gathering and organizing inputs from staff

Meetings, Board, and Events

• Prepare materials for board and committee meetings, including agendas, packets, and minutes (the Clerk handles room scheduling and setup)
• Maintain board records, contact lists, and governance documents
• Lead high-level planning for organizational events, trainings, and the annual Champions of Child Care dinner, including timelines, vendor selection, and committee coordination (the Clerk supports hands-on logistics such as mailings, registration, and day-of execution)
• Select and contract with venues and caterers for organizational events

Technology and Data

• Maintain accurate records, contact databases, and shared drives
• Use office and collaboration software such as Microsoft Office efficiently
• Maintain confidentiality of all sensitive organizational and personnel information
• Support data entry and basic reporting as requested

Minimum Qualifications

• Associate’s degree or an equivalent combination of education and experience
• Three or more years of administrative, executive support, or office coordination experience
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office Suite
• Demonstrated ability to handle confidential information with discretion
• Ability to work both independently and collaboratively across a team
• A valid driver’s license and reliable transportation

Preferred Qualifications

• Bachelor’s degree
• Experience supporting senior leadership or a board of directors in a nonprofit setting
• Familiarity with the early childhood, human services, or nonprofit sector
• Experience coordinating events or meetings
• Comfort learning new technology and improving administrative systems

Reports to

• Executive Director
• Provides shared support to the leadership team (Director of Operations, Director of Programs, and Director of Professional Development)
• Weekly 1:1 with the Executive Director is required

Salary

• Starting at $50,000/year, negotiable based on education and experience