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Title:

Assistant Reports To:

Executive Director Status:

Part-Time - Flexible work arrangements Position Summary The Executive Assistant is responsible for overseeing the organizations administrative, operational, and contractual obligations, and marketing initiatives. This role ensures efficient office operations, accurate recordkeeping, strong partner relationships, and effective coordination across internal teams, vendors, and stakeholders. The position plays a key role in maintaining organizational compliance, supporting governance, and ensuring smooth day-to-day operations. Key Responsibilities Administration & Office Operations Manage daily office operations, including mail processing, correspondence, phone communications, and general administrative support. Oversee office facilities, supplies, equipment, cleaning services, and vendor relationships. Monitor office conditions and report maintenance or facility issues to the property manager. Purchase office and cleaning supplies. Coordinate materials and food for meetings and events. Records, Governance & Compliance Maintain accurate and up-to-date board books, including meeting minutes, maps, and supporting documentation. Keep officers contact information current. Create, maintain, and distribute the annual meeting calendar. Ensure all official, organizational documents are properly stored digitally on the shared drive and a hard copy in the appropriate year and category. Review, update, and maintain corporate documents, bylaws, and compliance-related records. Partner Relations & Development Maintain strong, positive relationships with existing partners. Assist in developing strategies to increase membership growth and engagement. Support efforts to identify and engage new local business partners. Serve as a primary point of contact for new partner communications on benefits, programs and opportunities. Contract & Vendor Management Ensure renewals, updates, and compliance requirements are met in a timely manner. Review, maintain, and track all organizational contracts and agreements, including but not limited to: Marketing and advertising contracts Insurance policies (general, health, dental) Retirement accounts Grants Utilities (phone, internet, cable) Lease agreements Partnerships HVAC and facility-related contracts Technology subscriptions (Zoom, Docusign, Microsoft, Adobe) Marketing & Communications Oversight Oversee the marketing teams activities related to website management, advertising, and operational initiatives. Ensure the organizations website and social media platforms are current and reflect relevant news and information. Order and manage marketing materials for outreach and events. Keep marketing brochures and investor packets accurate and up to date. Coordinate with partners to collect updated bios, photos, and information for marketing and website use. Financial & Partner Administration Invoice partners and ensure timely processing of payments and deposits. Process and deposit partner checks and report transactions to the accountant. Prepare the annual budget in collaboration with the finance committee. Monitor the Money Market account and flag discrepancies or concerns. Maintain accurate and current partner records. Issue annual partner invoices. Qualifications Required Qualifications Operations Management, or a related field (or equivalent experience). 5+ years of experience in operations, administration, or office management. Familiarity with marketing processes and digital platforms. Strong organizational and document management skills. Experience overseeing contracts, vendors, and administrative processes. Proficiency with office and collaboration tools (Microsoft Office, Zoom, Docusign, Adobe). Excellent written and verbal communication skills. Preferred Qualifications Experience working with boards of directors or nonprofit organizations. Ability to manage budgets, invoices, and financial documentation. Experience supervising or coordinating marketing or communications teams. Skills & Competencies Strong attention to detail and follow-through Ability to manage multiple priorities and deadlines Professional judgment and discretion Relationship-building and customer service mindset Proactive problem-solving skills Working Conditions Office-based with occasional off-site meetings and events. May require occasional evening or weekend work for board meetings or events. Employer conducts Screenings,