Executive Assistant/Office Coordinator for Nonprofit Leadership

Job Description

As the Executive Assistant/Office Coordinator with this nonprofit organization, you will provide high-level executive support to the Executive Director and leadership team. This individual will work directly with the team to assist with many traditional EA responsibilities such as travel booking, maintaining busy calendars, processing expense reports, scheduling, preparing meeting materials, and board management as well as general office assistance. You are responsible for executing administrative functions in a polite, timely and organized manner and serving internal and external contacts to the best of your abilities.

Key Responsibilities:

• Manage several calendars and act as a liaison for the executive team.
• Organize meetings, travel, and special events as needed. Coordinate and prepare conference rooms and manage office catering needs.
• Support donor and fundraising strategy.
• Communicate with organization members and external parties as a representation of the Executive Director.
• Conduct Board support by arranging agendas and preparing materials. Take organized meeting notes on behalf of the leadership team.
• Liaise with the support team to facilitate communication and coordinate administrative tasks in a deadline-driven environment.
• Organize and compile meeting materials, including but not limited to, documents, spreadsheets and slide decks. Ensure all parties have accurate materials leading up to appointments.

Why You’ll Love Working Here:

• Competitive salary and strong benefits package. Opportunity for light travel throughout the year.
• Mission-driven work environment focused on values.
• Friendly, welcoming, and supportive company culture.
• Hybrid work model; three days in-office. Candidates must be able to adjust their schedule to meet the needs of leadership.

What We’re Looking For:

• Administrative experience. You have a Bachelor's Degree and a minimum of five years of blended EA support.
• Flexible. You can think on your feet and quickly respond to dynamic situations.
• Strong communicator. You clearly communicate ideas verbally and in writing.
• Detail oriented. You are the one to make sure critical details aren’t missed and love to produce quality work.
• Exceeds expectations. You genuinely enjoy supporting a team and always aim to deliver exceptional support.
• Proactive. You are a problem solver through and through and enjoy being the go-to person on your team.
• Natural gatekeeper. You know the ins and outs of supporting a busy executive and how to maintain on-task.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.