Executive Director Administrative Assistant The Executive Director Administrative Assistant provides high-level administrative and organizational support to the Executive Director and helps ensure the efficient day-to-day operation of Baby University. This position serves as a key support person for executive administration, grants and contracts, donor relations, program documentation, scheduling, and organizational recordkeeping. The ideal candidate is highly organized, dependable, detail-oriented, and able to manage multiple priorities in a nonprofit environment. Because this position works closely with the Executive Director and has access to confidential organizational, financial, personnel, donor, and client information, discretion and professionalism are essential. Key Responsibilities Executive & Administrative Support Provide direct administrative support to the Executive Director. Manage calendars, appointments, meetings, deadlines, and follow-up activities. Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other documents. Organize and maintain electronic and paper files to ensure important organizational documents are easily accessible. Track deadlines and assist the Executive Director in following up on projects, contracts, grants, reports, and organizational priorities. Assist with phone calls, emails, correspondence, and other communications as requested. Coordinate meetings and prepare agendas, materials, notes, and follow-up items. Help maintain an organized administrative workflow for the Executive Director. Grant & Contract Administration Assist in collecting program data and documentation needed for funder reporting. Data entry into our case management system for deliverables Assist with maintaining documentation necessary for government contracts and grant compliance. Support preparation for monitoring visits, audits, grant reviews, and other funder requests. Donor & Community Relations Support Assist the Executive Director with donor correspondence, thank-you letters, acknowledgments, and other communications. Maintain accurate donor and community partner information. Assist with preparation for donor meetings, community presentations, tours, and special events. Help coordinate fundraising events and other organizational activities as needed. Assist with preparing informational materials and presentations about Baby University's programs and impact. Program & Data Support Assist program staff with administrative documentation and reporting as directed by the Executive Director. Collect and organize program statistics, outcomes, participant numbers, and other information needed for reports and presentations. Assist with data entry and maintaining accurate organizational records. Help ensure required forms, documentation, releases, eligibility information, and program records are complete and appropriately filed. Qualifications Excellent organizational and time-management skills. Strong written and verbal communication skills. High attention to detail and accuracy. Ability to manage multiple projects and deadlines simultaneously. Strong computer skills, including Microsoft Word, Excel, Outlook, PowerPoint, Google Workspace, and electronic document management. Ability to learn and work with grant, donor, program, and data-management systems. Ability to handle confidential and sensitive information with discretion. Comfortable communicating professionally with, donors, funders, government agencies, community partners, staff, and families. Ability to work independently, anticipate needs, and follow projects through to completion. Preferred Skills Experience in one or more of the following areas is especially valuable: Nonprofit administration Working with low income clients Donor management Program data collection and reporting Event coordination Early childhood, family support, social services, or community-based organizations This position works closely with the Executive Director and interacts regularly with Baby University staff, program participants, donors, funders, vendors, and community partners. The position requires the ability to shift priorities as organizational needs arise and to maintain a high level of professionalism and confidentiality.

Job Types:

Full-time, Part-time Pay:

$20.00 - $22.00 per hour Expected hours: 30.0 per week

Work Location:

In person