EXECUTIVE ASSISTANT

Unclassified - Tuftonboro, NH

Full-time - Entry Level

Tuftonboro, NH

About the position

The Executive Assistant plays a crucial role in supporting the Executive Director of a reputable non-profit organization located in the picturesque Lakes Region. This position requires a motivated individual who can maintain organizational confidence and protect operations by demonstrating utmost discretion and professionalism. The Executive Assistant will be responsible for managing a diverse workload, requiring independent judgment to plan, prioritize, and organize tasks effectively. Key responsibilities include monitoring and maintaining the Executive Director's calendar, anticipating needs, and proactively preparing appointment schedules. This involves planning and scheduling meetings, conferences, orientations, retreats, and travel arrangements. The Executive Assistant will also support the Executive Director with financial activities and assist the administrative team with periodic reporting and compliance for external stakeholders, such as Girls Inc. National and various community foundations and organizations. In addition to these duties, the Executive Assistant will serve as the first point of contact for the office, managing inventory and purchasing supplies, maintaining a clean and orderly office space, and organizing office operations and procedures. The role also includes supporting programming by collecting and reconciling program fees and assisting parents with registrations. The Executive Assistant will assist in the preparation and planning of trainings, meetings, and staff events, which includes creating agendas, recording meeting minutes, and managing logistics for meetings. Clerical duties such as organizing and maintaining administrative, operational, and financial files are also part of the job. The position requires managing the office phone and messaging system, as well as handling deliveries and mail. Other administrative duties may be assigned as needed.

Responsibilities

• Maintain organizational confidence and protect operations by demonstrating discretion and professionalism.
• Monitor and maintain the Executive Director's calendar, anticipating needs and preparing appointment schedules.
• Plan and schedule meetings, conferences, orientations, retreats, and travel for the Executive Director.
• Support the Executive Director with financial activities.
• Assist the administrative team with periodic reporting and compliance for external stakeholders.
• Serve as the first point of contact for the office, managing inventory and purchasing supplies.
• Maintain a clean and orderly office space and organize office operations and procedures.
• Support programming by collecting and reconciling program fees and assisting with registrations.
• Assist in the preparation and planning of trainings, meetings, and staff events.
• Perform clerical duties such as organizing and maintaining administrative, operational, and financial files.
• Manage the office phone and messaging system, and handle deliveries and mail.

Requirements

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Strong organizational skills with the ability to prioritize multiple tasks seamlessly and with excellent attention to detail.
• Very strong interpersonal skills to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills.
• Expert proficiency with Microsoft Office.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.