Administrative Assistant to CEO

Part-time, approximately20 hours per week, hybrid flexibility (with 1-2 days in office/week).  

Position Summary 

We are seeking a proactive, detail-oriented, and emotionally intelligent Administrative Assistant to directly support our CEO. You will act as a strategic partner to the CEO, managing her time, communications, and priorities so she can focus on high-impact work — particularly fundraising, board engagement, and culture building. This is not a traditional assistant role; this is a mission-critical position that requires sharp judgment, agility, and a passion for operational excellence. 

________________________________________ 

Core Responsibilities 

1. Calendar & Executive Support 

• Own and manage the CEO’s complex calendar with an emphasis on prioritization, boundaries, and preparation time. 
• Review meetings weekly and flag/remove low-priority items; insert logistics prep or strategic work time. 
• Run point on all scheduling, including external requests: insert yourself into the scheduling conversation and ensure CEO availability is protected.
• • Confirm the week’s appointments, ensuring guests know start times, locations for meet up and have any required documentation ahead of time 
  • Update the CEO’s calendar to reflect all details of each meeting, and provide background information 

  2. Internal & External Communications 

• Draft, proof, and coordinate emails, memos, talking points, and social media posts. 
• Triage and organize CEO’s inbox daily, setting up rule filters and preparing drafts where answers are known. 
• Maintain clear folder structure: “CEO may need to read,” “Ready for CEO to send,” etc.
• Draw CEO’s attention to urgent matters and approaching deadlines 

  3. Fundraising & Donor Stewardship 

• Prepare weekly donor contact spreadsheet for CEO with top priorities and talking points. 
• Coordinate with the Development Team to align with stewardship plans and enter/update DonorPerfect records.
• Attend stewardship meetings when possible to stay up to date on strategic plan and incorporate these updates into weekly donor contact spreadsheet    

5. Board & Governance Support 

• Prepare agendas, meeting materials, and minutes for board meetings. 
• Coordinate logistics, signage, and follow-up communications for board meetings, board tours, and elected official visits. 
• Manage CEO prep and follow-through, including donor notes in DonorPerfect and board prospect folders. 
• Attend specific committee meetings and board meetings, record motions and action items 

• Manage and regularly update Sharepoint with appropriate documents in a timely manner 

  6. Meeting Preparation, Tours & Follow-Through 

• Prepare rooms, materials, and participant communications for key meetings (All Team Meetings, podcasts, tours, check-ins, etc.). 
• Draft thank-you emails and follow-up messages from the CEO. 
• Capture follow-ups and ensure delegation and tracking in DonorPerfect and Google Calendar. 

  7. Culture & Relationship Stewardship 

• Champion culture by supporting thoughtful gestures (cards, gifts, visits) to staff, board, and donors. 
• Maintain a high standard of confidentiality, judgment, and grace under pressure. 

  8. General Office Support 

• Order office supplies and catering/food as needed 
• Other tasks as assigned 

________________________________________ 

Qualifications 

• Minimum 3+ years of high-level administrative or executive assistant experience. 
• Strong writing and editing skills — clear, thoughtful, and aligned with brand voice. 
• Proficiency in Google Workspace, Microsoft Office, Zoom, and project management tools. 
• Strong working knowledge of CRM systems (preferably DonorPerfect) and cloud file systems (SharePoint/OneDrive). 
• Experience supporting fundraising and donor stewardship processes is a major plus. 
• Unshakable attention to detail, proactive mindset, and ability to stay calm under pressure. 

________________________________________ 

What We Offer 

• Opportunity to work alongside a visionary, mission-driven CEO. 
• Be an integral part of a dynamic nonprofit that changes lives. 
• Competitive compensation and benefits. 
• A culture of integrity, impact, and team spirit.