Job Description
Executive Assistant and Special Projects Coordinator Leadership Institute of Nevada Las Vegas, NV Job Details Full-time From $45,000 a year 23 hours ago Benefits Paid time off Professional development assistance Flexible schedule Qualifications Vendor relationship building Executive administrative support Copy editing Driver's License Content development Content management Community relationship building Associate's degree Full Job Description
LEADERSHIP INSTITUTE OF NEVADA
(LION) EXECUTIVE ASSISTANT AND SPECIAL PROJECTS COORDINATOR ESSENTIAL DUTIES AND RESPONSIBILITIES A.
Administrative Key Responsibilities Prepare, edit, route, and file correspondence, reports, presentations, and bulletins. Correspond with staff and community members on behalf of the Executive Office. Maintain records of activities for the Executive Office and follow up on action items. Maintain calendar and schedule appointments, meetings, and conferences with various businesses,persons, and groups. Oversee database of contacts for the Executive Office. Assume administrative responsibility for complex and/or confidential projects; maintain confidentiality of sensitive information. Manage the CEO's calendar, scheduling and prioritizing meetings, appointments, travel, and speakingengagements with internal and external stakeholders. Coordinate domestic and international travel logistics including itineraries, transportation, accommodations, and expense reporting. Attend meetings with or on behalf of the CEO; prepare agendas, record minutes, track action items, and follow up to ensure timely completion. Serve as a primary point of contact and liaison between the CEO's office and the Board of Directors, staff, donors, government officials, community partners, and the public. Anticipate the CEO's needs and proactively address potential scheduling conflicts, logistical challenges, or information gaps. B. Leadership Academy Program Coordination The Executive Assistant assumes substantial responsibility for coordinating the Leadership Academy, LION's flagship leadership development program. Duties include:
Serve as the primary operational coordinator for the Leadership Academy, managing all logistics from participant recruitment through program graduation and alumni integration. Coordinate the annual application and selection process, including managing application portals,organizing selection committee meetings, preparing candidate materials, and communicatingoutcomes to applicants. Develop and maintain detailed program calendars, session schedules, and retreat itineraries in collaboration with the CEO and program facilitators. Source, contract, and manage venue arrangements for all Academy sessions, retreats, and special events, ensuring facilities align with program requirements and budget parameters. Coordinate faculty, speaker, and facilitator logistics including scheduling, honoraria agreements, audio-visual needs, and pre-session briefings. Prepare and distribute participant communications including welcome packets, pre-reading materials, session reminders, evaluations, and post-session follow-up. Maintain accurate participant records including attendance, contact information, biographical profiles, and program completion tracking. Manage procurement and inventory of program materials, supplies, name badges, and participant resources. Coordinate catering, transportation, and accommodation arrangements for overnight retreats and multi-day programming. Track program expenditures against budget, process invoices and payment requests, and maintain financial records for program activities. Compile and analyze participant feedback and program evaluation data; prepare summary reports for the CEO and Board. Support planning and execution of the Leadership Academy graduation ceremony, including venue, program agenda, awards, and guest communications. Maintain the Leadership Academy alumni database and coordinate alumni engagement activities, communications, and events in partnership with program staff. Research and recommend improvements to program logistics, curriculum delivery infrastructure, and participant experience. C. Special Projects Key Responsibilities Support planning and logistics for all LION events including the Annual Gala, summits, speaker engagements, and alumni convenings. Update and maintain Gala Guide before, during, and after event. Manage the web-based gala platform for registration, auctions, seating, and guest tracking, and coordinate with vendors, venues, and award recipients. Oversee event registration, communication, check-in, set-up, and tear-down to ensure smooth and high-quality experiences. Provide professional correspondence and phone communication with stakeholders, maintain event management tools, prepare materials and run-of-show documents, and support internal teams with timely updates and coordination. Assist with and/or film selected LION events, interviews, and testimonies, and support the collection of media that highlights program impact. D. Board & Governance Support Coordinate all Board of Directors and committee meeting logistics, including scheduling, venue or platform setup, agenda compilation, and materials distribution. Record and transcribe accurate meeting minutes; track and follow up on Board-directed action items. Maintain current Board governance documents including bylaws, policies, committee charters, and director contact information. Prepare onboarding materials and orientation schedules for new Board members. Manage annual Board meeting calendar and ensure timely distribution of required notices. E. Business Administration Key Responsibilities Receive, record, and track all incoming payments and support accurate accounts receivable processes. Manage purchasing activities, maintain inventory records, and ensure adequate supplies and materials are on hand. Support the CEO by preparing board agendas, meeting packets, and related materials. Communicate with board members to confirm logistics, distribute documents, and respond to information requests. Take clear and timely board meeting minutes and maintain organized records of board actions and documents. Coordinate board meeting logistics including scheduling, room set-up, and required technology or materials. F. Communications & Stakeholder Relations Draft, proofread, and coordinate distribution of organizational communications including newsletters, donor correspondence, press materials, and social media content as directed. Support development and fundraising activities by preparing donor briefings, acknowledgment letters, grant report narratives, and event materials. Represent the CEO's office professionally at events, community functions, and stakeholder meetings. Maintain LION's contact management system, ensuring accurate and current records for donors, alumni, partners, and community stakeholders. Coordinate special events hosted or sponsored by LION, including logistics, invitation management, RSVP tracking, and on-site execution. G. Office & Administrative Management Oversee day-to-day office operations including vendor relationships, supply management, equipment maintenance, and facility coordination. Maintain organized filing systems (physical and digital) and ensure document retention practices comply with organizational policy. Onboard new staff by coordinating workspace setup, equipment provisioning, and orientation scheduling. Manage office budget tracking and process accounts payable, reimbursements, and expense reports. Perform other duties as assigned by the CEO to support the mission and strategic objectives of the Leadership Institute of Nevada. PHYSICAL DEMANDS AND WORK ENVIRONMENT
This position is primarily office-based with the ability to work a hybrid schedule as approved by the CEO. The role requires occasional evening and weekend availability to support Board meetings, Leadership Academy sessions, retreats, and special events. Some in-state travel is required. The employee must be able to operate standard office equipment, possess a valid Nevada driver's license, and occasionally lift or transport program materials up to 25 pounds. COMPENSATION & BENEFITS
The Leadership Institute of Nevada offers a competitive compensation package commensurate with experience. Benefits include paid time off; professional development opportunities; and participation in LION programming and events. Salary range and specific benefits details will be provided during the recruitment process. EQUAL OPPORTUNITY EMPLOYER
The Leadership Institute of Nevada is an equal opportunity employer committed to diversity, equity, and inclusion. We encourage applications from candidates of all backgrounds and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other characteristic protected by applicable law. HOW TO APPLY
Interested candidates should submit the following materials in a single PDF to : A cover letter describing your interest in the position and relevant experience A current resume Three professional references (name, title, relationship, and contact information) Applications will be reviewed on a rolling basis until the position is filled. We thank all applicants for their interest; however, only candidates selected for further consideration will be contacted. Job Type:
Full-time Pay:
From $45,000.00 per year Benefits:
Flexible schedule Paid time off Professional development assistance Application Question(s): Submit a cover letter Education:
Associate (Required) Experience:
Executive assistant to C-Suite Executives:
1 year (Required) Ability to Relocate:
Las Vegas, NV 89119: Relocate before starting work (Required) Work Location:
In person
