Find & Apply For Executive Assistant Jobs in Buffalo, New York

Position Summary The 5/14 Memorial Foundation is seeking a highly organized, dependable, and mission-driven Part-Time Executive Assistant to the Executive Director to provide administrative, organizational, and coordination support to the Executive Director. The Executive Assistant will play an important role in helping the Executive Director effectively manage the day-to-day responsibilities of a growing nonprofit organization. Responsibilities will include calendar and meeting management, Board and committee coordination, correspondence, document preparation, project tracking, stakeholder communications, event support, and maintaining organized administrative systems. This position requires an individual who is proactive, detail-oriented, able to manage multiple priorities, and comfortable interacting professionally with Board members, community partners, donors, government and philanthropic partners, survivors, families, consultants, and other stakeholders. Because of the nature of the Foundation's mission, the Executive Assistant must approach the work with compassion, discretion, professionalism, cultural humility, and respect for the individuals and communities impacted by the May 14 tragedy. Essential Duties & Responsibilities Executive & Administrative Support Provide day-to-day administrative support to the Executive Director. Manage and coordinate the Executive Director's calendar, appointments, meetings, and organizational commitments. Schedule internal and external meetings and coordinate meeting logistics. Assist with managing meeting requests, correspondence, and follow-up communications. Draft and prepare routine correspondence, letters, memos, reports, presentations, and other documents. Prepare briefing materials and supporting documents for meetings and presentations. Maintain organized electronic files, organizational records, contact lists, and administrative documents. Track deadlines, commitments, action items, and follow-up items for the Executive Director. Assist the Executive Director with prioritizing competing requests and organizational responsibilities. Coordinate travel, conference registrations, and related logistics as needed. Perform other administrative duties and special projects as assigned. Project & Organizational Coordination Maintain a centralized organizational calendar of meetings, events, community engagements, fundraising activities, and major project milestones. Assist with tracking progress on priorities established through the Foundation's strategic framework. Develop and maintain project trackers, task lists, and other administrative tools to support implementation. Monitor upcoming deadlines and follow up with appropriate individuals regarding outstanding tasks. Coordinate meetings with consultants, vendors, community partners, government representatives, philanthropic partners, and other stakeholders. Assist with administrative coordination related to the development of the 5/14 Living Memorial & Healing Center. Support the development and maintenance of administrative processes and systems as the Foundation continues to grow. Assist with special projects and emerging organizational priorities as assigned by the Executive Director. Fundraising & Donor Support Provide administrative support for fundraising meetings, campaigns, donor engagement activities, and special events. Assist with maintaining accurate donor, sponsor, partner, and stakeholder contact information. Support the preparation of donor correspondence, acknowledgment letters, meeting materials, and stewardship communications. Schedule donor and prospective donor meetings for the Executive Director. Assist with tracking fundraising follow-up activities and commitments. Coordinate administrative and logistical needs for fundraising events and activities. Work collaboratively with fundraising leadership, consultants, and future development staff as appropriate. Community Engagement & Events Provide administrative and logistical support for community meetings, convenings, programs, and Foundation events. Coordinate invitations, registrations, meeting materials, vendors, and other logistical needs as assigned. Assist with maintaining stakeholder and community partner contact information. Support follow-up communications following community meetings and events. Help ensure that community engagement activities are documented and organized for future reference and reporting. Communications & Stakeholder Relations Serve as a professional and welcoming point of contact for individuals seeking to connect with the Executive Director. Draft routine correspondence and communications on behalf of the Executive Director. Communicate professionally with Board members, donors, community organizations, government officials, philanthropic partners, consultants, vendors, survivors, families, and other stakeholders. Respond to routine inquiries and appropriately direct requests to the Executive Director or other responsible parties. Exercise discretion and sound judgment when handling confidential, sensitive, or emotionally significant information. Required Qualifications High school diploma or equivalent required; associate or bachelor's degree preferred. Minimum of 2-3 years of administrative, executive support, nonprofit administration, project coordination, or related professional experience. Strong organizational, administrative, and time-management skills. Excellent written and verbal communication skills. Exceptional attention to detail and demonstrated follow-through. Ability to manage multiple priorities, deadlines, and stakeholders simultaneously. Proficiency with Microsoft Office and/or Google Workspace, including email, calendars, documents, spreadsheets, and presentations. Ability to maintain confidential and sensitive information with discretion. Ability to work independently, exercise sound judgment, and take initiative. Ability to work collaboratively with the Executive Director, Board members, consultants, community partners, and other stakeholders. Ability to occasionally work evenings and weekends for Board meetings, community events, fundraising activities, and other Foundation programs. Preferred Qualifications Experience supporting an Executive Director, CEO, senior executive, or nonprofit leader. Experience supporting a nonprofit Board of Directors or Board committees. Experience preparing meeting agendas, Board packets, and meeting minutes. Familiarity with nonprofit operations, fundraising, donor relations, community engagement, or event coordination. Experience with project management, donor management, or CRM systems. Familiarity with Buffalo and Western New York's nonprofit, philanthropic, civic, and community landscape. Experience working with community-based organizations or mission-driven organizations. Demonstrated ability to work respectfully and effectively with individuals from diverse backgrounds and lived experiences. Working Relationships The Executive Assistant reports directly to the Executive Director and will regularly interact with the Board of Directors, Board committees, staff and consultants, donors, philanthropic partners, government officials, community organizations, survivors, family members, vendors, and other stakeholders connected to the Foundation's work. The Executive Assistant will be expected to maintain appropriate professional boundaries and confidentiality while representing the Executive Director and Foundation with professionalism and care. Work Environment & Schedule This is a part-time, nonexempt position averaging approximately 20-30 hours per week . The regular work schedule will be established in partnership with the Executive Director based on organizational needs. Some flexibility will be required to support Board and committee meetings, community events, fundraising activities, and other Foundation commitments that may occur during evenings or weekends. Compensation The anticipated compensation range for this position is $25-$30 per hour , commensurate with experience and qualifications. As a nonexempt employee, the Executive Assistant will be compensated in accordance with applicable federal and New York State wage and hour requirements. Equal Opportunity The 5/14 Memorial Foundation is committed to providing equal employment opportunities and creating a workplace where employees are treated with dignity and respect. Employment decisions are made based on organizational needs, job requirements, qualifications, and applicable law.

Pay:

$25.00 - $30.00 per hour Expected hours: 20.0 - 30.0 per week

Work Location:

In person