Executive Assistant

Position Overview

The Executive Assistant offers comprehensive administrative and operational support directly to the President & CEO of The Night Ministry. This role is crucial to enabling the CEO to focus on strategic priorities by managing communications, schedules, and key relationships efficiently.

Key Responsibilities

• Manage a highly active calendar, including scheduling and confirming appointments, preparing travel itineraries, expense reports, correspondence, and meeting documents.
• Serve as a gatekeeper facilitating access to the CEO, prioritizing their time effectively and maintaining a well-organized schedule.
• Act as the primary communication channel between the CEO and external stakeholders such as Board members, donors, foundations, and internal departments, maintaining confidentiality and professionalism.
• Research, prioritize, and respond to sensitive issues directed to the CEO, determining appropriate courses of action.
• Support the CEO through special projects, internal notary duties, drafting acknowledgments, and other deliverables that enhance operational impact.
• Maintain close coordination with the Strategic Leadership Team, including assisting meeting logistics and fostering cross-divisional collaboration in travel and outreach.
• Update and maintain accurate biographical information for the President & CEO and draft written communications to external partners.
• Coordinate the President’s outreach efforts and nurture ongoing relationships resulting from outreach activities.
• Serve as administrative liaison to the Board of Directors, ensuring compliance with bylaws and preparing materials in advance for board meetings while maintaining discretion.

Qualifications and Experience

• Bachelor’s degree preferred.
• 5 to 10 years of experience providing high-level support to C-Level executives, ideally within nonprofit organizations.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social media platforms.
• Strong organizational talent with excellent prioritization and attention to detail.
• Exceptional interpersonal skills, capable of relationship-building with diverse stakeholders.
• Excellent written and verbal communication capabilities.
• Demonstrated emotional maturity, discretion in handling confidential matters, and capacity for independent work.
• Proactive problem-solver with sound decision-making abilities and goal-oriented mindset.

Physical and Work Environment

• Position may occasionally require standing, walking, sitting, manual dexterity, climbing, crouching, hearing, and visual focus adjustments.
• Ability to occasionally lift or move up to 20 pounds and drive a vehicle.
• Work involves exposure to varying weather conditions and moderate noise levels depending on location.
• Includes attending roughly four evening board meetings annually.

Organizational Commitment

The Night Ministry fosters an anti-racist environment, centering racial equity in its services and organizational culture. Staff, volunteers, clients, and partners are encouraged to actively participate in efforts to dismantle institutional racism and promote equity throughout the agency's operations.