Executive Assistant-Non-Profit

AP Professionals
June 7, 2024
Job Type
Salary Lower Range
Salary Upper Range
Salary Option
190 Linden Oask


We're looking for an Executive Assistant extraordinaire to join our passionate client, a non-profit organization.  This is a Direct Hire opportunity with pay of $65-75K.  As their Executive Assistant, you'll be the backbone of their organization, supporting the President/CEO in making a real difference in the world. From managing schedules and coordinating meetings to handling important communications and providing top-notch administrative support, you'll be at the heart of everything they do.  If you are looking to make a difference and are ready to take your career to the next level, we want to connect with you.


  • Successfully runs and operates the President’s Office smoothly and efficiently. Supports the President & CEO in a wide variety of administrative tasks and responsibilities
  • Proactively and independently manages President’s calendar: Has full discretion to schedule all external and internal meetings (virtual and in-person) to align with organizational priorities, conference calls, out-of-town trips, and speaking engagements. Provide daily/weekly calendars of all meetings and updates and provide reminders.
  • Makes all arrangements for meetings, conferences, trips, and speaking engagements; assemble detailed itineraries or agendas, and, when required, packets of materials or background information for the President to review in advance.
  • For donor meetings, prepare informational packets and donor background material in consultation with Resource Development team; draft digital contact record and provide reminders for follow-up.
  • Serves as the liaison between the President and employees and the President and external stakeholders and partners. Effectively communicates, filters and analyzes information
  • Represents the President’s Office in a positive, professional manner internally and externally, with a strong focus on customer service and responsiveness.
  • Understands business priorities to effectively play "gatekeeper" and "gateway" role, helping prioritize access to the President and creatively managing the meeting calendar as needed.
  • Prioritizes conflicting needs; handles matters expeditiously, and follows-through on projects to successful completion, often with deadline pressures.
  • Works closely and effectively with the leader to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Strong logistics background with planning skills to conduct office procedures, plan events, anticipate resources, and execute projects on-time.
  • Leads all support and management for the Board of Directors, including draft agendas, meeting materials, management of Board Portal, minutes and formal records.
  • Composes routine and non-routine correspondence. Prepares letters, memos and other documents. Compiles and organizes data for special reports. Transcribes and distributes meeting minutes and follows through with action items and tasks where applicable.
  • Responsible for submitting expense reports, timecards, and payment vouchers as needed. Engages in cross department work and ad hoc committees
  • Creates content and presentations in different programs including: Word, PowerPoint, BoardEffect, and other software programs as required.
  • Maintains professional and technical knowledge to remain operationally proficient and productive.
  • May provide functional and/or technical direction to other support staff.
  • Consistently demonstrates the values and mission of the organization.
  • Performs other duties as assigned.


Associates’ degree required; Bachelor’s degree preferred


At least 8 years of experience in an executive assistant, administrative or office management role supporting C-level executives required; or equivalent combination of education and experience required.

Knowledge, Skills, Abilities, and Other Characteristics

  • Ability to proactively learn and anticipate the needs of the business and President & CEO to protect and maximize the President’s time and priorities
  • This is the highest-level position in the executive administrative support job series responsible for providing complex assistance to the CEO & President, Board of Directors, and other entity committees. The work requires frequent use of tact, discretion, independent judgment, knowledge of the organization’s activities and the ability to conduct independent projects
  • Keen awareness of patterns and trends, serving as a dot connecter
  • Demonstrate broad understanding of organization functions to support the complex nature, scope and diversity of role responsibilities
  • Ability to make decisions with high judgment skills
  • Critical thinker, analytical aptitude, problem solver
  • Strong comprehension skills
  • Interpersonal skills and the ability to build relationships with stakeholders, including staff, company executives, peers, and external partners.
  • Proven ability to handle confidential information with tact and discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Physically present in the Rochester office ensuring the smooth operation and as resource to the organization, with flexibility for remote work pending office needs.
  • Adept in learning technology and systems: Expert level in Microsoft Office programs: PowerPoint, Excel, Word, and Outlook, Experience in Team and Project Software: Teams, Asana and Slack preferred, Experience with BoardEffect or online committee/board platforms preferred
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