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Job Description
Executive Assistant Memphis Child Advocacy Center Memphis, TN Job Details Full-time 16 hours ago Benefits Health insurance Dental insurance Tuition reimbursement Paid time off Employee assistance program Career development plan Vision insurance 401(k) matching Professional development assistance Life insurance Retirement plan Qualifications Customer service In-person customer service Executive administrative support Graphic design Relationship management Productivity software Grammar Experience Time management Office experience Database software proficiency
Full Job Description Job Posting:
Executive Assistant
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Position Summary:
The Executive Assistant reports directly to the Executive Director and performs a wide variety of administrative duties to support the work of the Executive Director (ED), the Board of Directors, and the agency in general. Must demonstrate the ability to work with all levels of management and staff as well as donors, board members and vendors.
Executive Administration Support:
Proactively create and maintain effective workflow and communications to accomplish the work ofthe ED and the agency which includes the handling of a variety of projects and taskssimultaneously. Establish a routine system of checks, balances, and follow-up on all matters such as project statuses updates, meeting reminders. Maintain the CAC Data Dashboard, performs data analysis and creates detailed and complex reports and documents needed for ED. Creates PowerPoint presentations for meetings with donors and board meetings. Manage calendar for ED, schedules meetings and reminders, resolves scheduling conflicts, and manages meeting follow-up activities. Greet donors and visitors meeting with ED. Make arrangements for lunch meetings. Provide support for monthly Staff Meetings, including schedule, reminders, agenda, set-up, taking minutes, refreshments, any needed follow-up. Handle all details related to travel for ED, including receipts and reimbursements. Maintain ED training log, PTO forms and time sheets.
Board of Directors Support:
Support the Board of Directors by managing Board calendar, scheduling and making arrangements for Board, Committee, and Board Orientation meetings, attending meetings and taking minutes for distribution. Maintain electronic and hard files for all Board related activity and provide other support as needed. Manage all Board of Directors email distribution lists.
Development Support:
Serves as a member of the Development Team. Assist with donor acknowledgement process, coordinating ED availability for finalizing personalization of donor letters. Record all personal communications with donors in donor database, as well as ED's communication with donors. Assist with special event and major annual campaign needs.
Including:
preparing name tags, table tents or signage, proof reading documents, event set up, data entry, producing thank you letters, and other requests as needed.
Grants Support:
Serves as member of the Grants Team. Assist with coordinating timing for ED review of draft grants. Assist with documents related to grant contract site visits and licensure visits. Manage process of contract signatures and saving contracts in shared file. Assist with scheduling grant related meetings (e.g. monthly Grants Team meeting, site visits, other meetings). Gather standard grant attachments as needed. Secure signatures as needed. Assist with updating online profiles (LIVEGIVEmidsouth, Candid, etc.).
Communications Support:
Manage updates to website and run analytics on website visits. Manage relationship with website vendor. Manage Canva account. Update Canva with approved CAC brand and event fonts, colors, logos, images for use by team. Modify brochures, flyers and other print materials using In-Design and/or Canva.
Other Tasks:
Assist with travel reservations and training registrations for all staff. Assist with maintenance of shared computer folders, purging and reorganizing for ease and efficiency. Review and proofread a variety of information to ensure accuracy of information, consistency with format and grammatical correctness.
EDUCATION/EXPERIENCE
Bachelor or Associate Degree and a minimum of 3 years of successful, related office administrative experience, with non-profit experience preferred.
Skills/Abilities required:
High energy self-starter able to work well under pressure with thoroughness and careful attention to detail. Excellent customer service and interpersonal skills with a temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner. Excellent written communication skills, including grammar and spelling. Must be organized, flexible, independent, resourceful, able to prioritize and follow-up on a wide variety of tasks. Outstanding organizational and time management skills with proven ability to multi-task effectively and meet changing priorities and deadlines. Uses sound judgment and problem-solving skills. Advanced computer skills including database and Microsoft Office Suite proficiency Flexibility to work an occasional night or weekend day. High energy self-starter able to work well under pressure. Knowledge of Bloomerang, Grant Frog, Graphic design experience, and/or nonprofit development experience a plus.
Training Requirements:
A minimum of 12-hours In-service training is required. Attendance at conferences and workshops may be Included as part of the 12-hour minimum. Six hours of annual training must be provided by sources outside of the agency.
Supervisor:
Executive Director Classification:
Exempt Applications will be accepted until July 17, 2026 or when final candidates are identified. Send cover letter, resume and list of 3 professional references to with the subject line: Executive Assistant. The Memphis Child Advocacy Center serves children who are victims of sexual and physical abuse through prevention, intervention, and education. Our vision is a community where children are safe, families are strong, and victims become children again. The Memphis Child Advocacy Center is an equal opportunity/equal access employer.
Benefits:
401(k) matching Dental insurance Employee assistance program Health insurance Life insurance Paid time off Professional development assistance Retirement plan Tuition reimbursement Vision insurance
