WHI is seeking an experienced Executive Administrator to provide high-level administrative support to the Office of the CEO and President. This position requires strong organizational skills, attention to detail, dynamic relational skills, and the ability to prioritize tasks in a fast-paced, diverse organizational structure. The ideal candidate will have strong project management skills, experience working in an office administrative role, and share the mission and values of WHI. Read complete job description here.

Essential Functions: 

1. Executive Support

• Provide proactive and professional project management support on a wide variety of initiatives.
• Provide administrative support to the Office of the President including managing calendars, scheduling meetings, and arranging travel. 
• Schedule and develop materials for meetings and events such as boarding meetings, staff meetings, donor meetings, and other events. 
• Maintain the Board of Directors' files, list, and calendar.
• Assist with board reservations and travel arrangements. 
• Draft and edit correspondence, memos, reports, agendas, and other documents. 
• Manage and prioritize incoming phone calls and emails.
• Assist with donor outreach and proposal development. 

• Monitor and manage budgets, including tracking expenses, and ensuring compliance with financial policies.
• Handle confidential and sensitive information with discretion and professionalism.
• Upload CEO donor relations activities into the CRM (Blackbaud). 
• Maintain accuracy in files, both electronically and hard copy. 
• Store files on OneDrive and SharePoint. 
• Reconcile monthly credit card statements.
• Serve on the admin/logistics team for major donor events. 
• Provide general administrative support to the Senior Leadership Team as needed.

2. Office Management

• Manage office operations, including answering phones, greeting visitors, ordering supplies, and overseeing facilities maintenance.
• Distribute incoming mail and notify staff of urgent mail.
• Oversee all outgoing mail and shipping from headquarters.
• Manage parking needs of staff and visitors.
• Monitor WHI’s administrative email.
• Facilitate apostille, authentication, certification process of WHI documents.
• Prepare annual property tax return and business license renewal.
• Manage office rental agreements, as well as utility maintenance and payment.

Minimum Education/Experience:

• Bachelor’s degree preferred or equivalent work experience. 
• Minimum of 3 years of experience in an executive assistant role in a non-profit or business.
• Excellent time management skills. 
• Project management experience. 
• Strong communications skills, oral and written.
• Ability to compose and produce executive level correspondence and other documents.
• Proven ability to manage projects, prioritize tasks, work independently, and meet deadlines in a fast-paced, complex, decentralized, and geographically diverse organizational structure.
• English proficiency.
• Strong interpersonal skills and experience working on a multicultural team.
• Ability to create and nurture productive working partnerships internally and externally.
• Proficient computer skills – especially the Microsoft Suite of applications (Word, PowerPoint, Excel, SharePoint).
• Experience with donor outreach is a plus. 
• Experience with CRM/Blackbaud a plus. 
• Commitment to the values and mission of WHI. 
• Demonstrate belief in the Apostle’s Creed.

Standard office environment. Hybrid work schedule preferred.