Executive Assistant

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Position Overview

The Executive Assistant will provide high-level administrative support to the Executive Director of The Next IT Girl. This role is essential in ensuring the smooth operation of the Executive Director's office, assisting with a variety of tasks related to both the day-to-day management and long-term strategic goals of the organization. The ideal candidate will be highly organized, proactive, and able to maintain confidentiality while handling sensitive information.

• Administrative Support:

  • Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare and organize materials for meetings, presentations, and reports.
  • Serve as the first point of contact for internal and external communications on behalf of the Executive Director.
  • Draft, proofread, and edit correspondence, reports, and proposals.

• Meeting and Event Coordination:

  • Organize and coordinate internal and external meetings, including board meetings, staff retreats, and special events.
  • Take and distribute meeting minutes and follow up on action items as needed.

• Project Management:

  • Assist in tracking the progress of strategic initiatives and special projects.
  • Coordinate cross-functional activities and work with other team members to ensure project timelines are met.

• Office Management:

  • Maintain files, records, and documents in a well-organized and accessible manner.
  • Manage office supplies, technology, and vendor relationships as necessary.

• Board Liaison:

  • Serve as a key point of contact for the Board of Directors, assisting with scheduling, meeting logistics, and document preparation.
  • Assist in the preparation of materials and presentations for board meetings and ensure timely communication with board members.

• Fundraising and Donor Relations Support:

  • Assist in the preparation of donor outreach materials, including letters and proposals.
  • Help maintain the donor database, track communications, and prepare reports for the Executive Director.

• Special Projects and Initiatives:

  • Support the Executive Director with tasks related to nonprofit events, program development, and community outreach.
  • Conduct research and prepare materials related to the organization’s strategic initiatives.

• Education: Bachelor’s degree in Business Administration, Nonprofit Management, or a related field is preferred, but not required.
• Experience: Minimum of 3-5 years of experience as an Executive Assistant or in a similar administrative support role, ideally in a nonprofit environment.
• Skills:
  • Exceptional organizational skills with the ability to manage multiple priorities.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and GSuite.
  • Experience with project management tools and donor management systems is a plus.
  • Ability to maintain confidentiality and manage sensitive information with discretion.
  • Excellent time management skills and attention to detail.

• A proactive and solution-oriented mindset.
• Ability to work independently and in a team environment.
• Flexibility and adaptability to changing priorities and deadlines.
• Passion for nonprofit work and the organization’s mission.
• Ability to travel as needed.