Executive Assistant

Executive Assistant at Arete Scholars Executive Assistant at Arete Scholars in WESTWEGO, Louisiana Posted in about 1 hour ago.

Type:

full-time

Job Description:

About Arete Scholars Fund Arete Scholars Fund is a nonprofit education choice organization with a 15-year track record of advancing excellence for underserved and marginalized children. Through tax credit scholarship programs in Georgia and Louisiana, Arete has awarded more than 20,000 K-12 scholarships totaling over $88 million-empowering families to choose the private school environments that best align with their children's unique gifts and learning needs. At Arete, we believe in the ancient Greek ideal of arete-excellence in action and a life well lived. Our four pillars-Academic Support, Leadership Formation, College & Career Pathways, and Sustaining Success-reflect a holistic vision for scholar development that extends far beyond financial support. Our scholars are not recipients; they are a community of excellence in the making. Position Summary The Executive Assistant to the President is a mission-critical role at the center of Arete's leadership operations. Working closely with the President in our Louisiana office, this individual ensures the executive office operates with efficiency, professionalism, and relational warmth-both internally with staff and board members, and externally with scholars, families, donors, and community partners. This is not a traditional administrative role. The ideal candidate is a proactive, highly organized professional who thrives in a fast-paced nonprofit environment, exercises sound judgment, and demonstrates a genuine commitment to Arete's mission. This role requires the ability to support both the strategic cadence of the President's office and the meaningful human interactions that define Arete's work. Key Responsibilities Executive & Administrative Support Manage the President's calendar with a strategic understanding of organizational priorities, board cycles, fundraising seasons, and key events. Coordinate domestic travel logistics, including flights, accommodations, transportation, and detailed itineraries. Prepare and process expense reports, reimbursements, and assist with budget tracking. Draft, proofread, and format correspondence, presentations, reports, and other documents. Screen and manage incoming communications with sound judgment regarding urgency and appropriate routing. Maintain organized digital and physical filing systems while safeguarding confidential information. Anticipate needs by preparing briefing materials, background research, and talking points. Coordinate logistics for leadership meetings, board meetings, off-site planning sessions, and special events. Board & Governance Support Prepare board meeting materials, including agendas, reports, presentations, and minutes. Coordinate scheduling and logistics for board, advisory board, and committee meetings. Maintain board records, including directories, governance calendars, and archives. Provide administrative support to board leadership as directed by the President. Scholar & Family Interaction Serve as a warm, professional first point of contact for scholars and families. Coordinate with program staff to ensure timely follow-up on escalated needs. Reflect Arete's values of dignity, care, and high expectations in every interaction. Human Resources Support Assist with onboarding logistics, including equipment, system access, orientation materials, and first-week scheduling. Donor & Partner Engagement Support Coordinate donor meetings, site visits, and cultivation events. Prepare donor acknowledgments, thank-you letters, and stewardship communications. Support Area Fund engagement through coordination with regional leadership. Development & Financial Tracking Track and reconcile tax credit contributions and charitable donations across Georgia, Louisiana, and Alabama. Monitor donation activity for compliance with program requirements and donor intent. Maintain accurate and organized donor files. Development Systems & Data Management Maintain and update the development CRM/database. Perform routine audits to ensure data accuracy and integrity. State Reporting & Compliance Prepare and submit monthly Louisiana reports for receipting and compliance. Ensure all reporting deadlines are met with complete and accurate documentation. Tax Credit Program Administration Manage Georgia tax credit pledges from submission through fulfillment. Track Alabama donations and confirm timely issuance of receipts. Cross-Functional Support Collaborate with finance and program teams for accurate reconciliation and reporting. Support development leadership with data requests and administrative needs. Manage incoming mail and coordinate timely deposit of checks. Required Knowledge, Skills & Abilities Exceptional organizational skills with strong attention to detail Excellent written and verbal communication skills High emotional intelligence and strong interpersonal skills Ability to handle confidential information with discretion Proactive, solutions-oriented mindset Proficiency in Microsoft Office Suite and virtual meeting platforms Interest in nonprofit work, K-12 education, or school choice preferred Ability to remain flexible, composed, and positive in a fast-paced environment Experience supporting senior executives preferred Qualifications & Education Must reside in Louisiana as person will need to travel to office on a weekly basis. Bachelor's degree required (Business, Communications, Public Administration, Education, or related field preferred) 3-5 years of experience in an executive assistant or similar role Experience in nonprofit or mission-driven organizations strongly preferred Experience supporting Development channel functions (i.e., CRM data management and reporting, state reporting and filing, and reconciliation). Experience with CRM (HubSpot preferred) Proven ability to manage complex calendars and logistics Experience with HR coordination or onboarding is a plus

Compensation:

$65,000 per year Equal Opportunity Statement Arete Scholars Fund is an equal opportunity employer committed to building a team that reflects the diversity of the scholars and communities we serve. We believe every team member plays a role in advancing our mission-and that excellence in administration is excellence in service to students.