Executive Administrative Assistant

Position Title: Executive Administrative Assistant

Reports To: President & CEO

Position Status: Full-Time, hourly

Compensation: $20-$30 per hour, D.O.E.

Benefits: Paid time off, paid holidays, retirement plan, health insurance

POSITION SUMMARY

The Executive Administrative Assistant provides administrative support for the daily operations and long-term goals of the office of Benton Community Foundation’s (BCF) President & CEO. This individual serves as a critical right-hand partner to the CEO, ensuring that their time, communication and workflow are effectively managed. The Executive Administrative Assistant plays a key role in improving organizational efficiency, maintaining professional relationships, and supporting high-impact community initiatives.

This position requires a detail-oriented and proactive professional who thrives in a fast-paced, mission-driven environment and can juggle a wide variety of responsibilities with professionalism and discretion. This individual must commit to upholding BCF’s values and be able to act as an ambassador of the CEO’s office in all interactions. As such, this individual must demonstrate good judgement in matters requiring absolute confidentiality and unimpeachable personal integrity.

DUTIES AND RESPONSIBILITIES

The Executive Administrative Assistant serves a variety of functions in support of the President & CEO. Duties and responsibilities cover BCF administration, donor stewardship, board advancement and special project support. This is a growth position in which a qualified and interested candidate will have opportunities to participate in developing and executing special projects directed from the CEO’s office. This position intersects with all departments. Individuals in this position must also be comfortable working independently.

Communications & Stakeholder Engagement

• Serve as a primary point of contact between the CEO and internal/external stakeholders, including board members, donors, funders, nonprofit partners, public officials and civic leaders.
• Draft, edit, and proofread professional correspondence, reports and presentations on behalf of the CEO.
• Ensure consistent communication and information sharing across departments to support organizational alignment and disseminate key priorities and intended outcomes.
• Represent the CEO’s office with professionalism and discretion in all communications.

Executive & Administrative Support

• Monitor and prioritize incoming communications to ensure timely attention to critical matters.
• Manage the CEO’s complex calendar, anticipating conflicts and ensuring time is optimized for priority meetings and engagements.
• Record and distribute meeting minutes; track follow-up items and ensure timely completion of assigned tasks.
• Coordinate detailed travel logistics including booking arrangements, creating itineraries and managing expense reporting.

Project & Event Coordination

• Coordinate logistics and materials for board meetings, retreats, donor gatherings and community events.
• Maintain project timelines and calendars, tracking milestones and deliverables while coordinating with internal and external partners to monitor progress and ensure accountability.
• Support the planning and implementation of strategic initiatives, cross-departmental projects and special events.
• Assist in developing tools and systems that support efficient project tracking and implementation.

Information Management & Reporting

• Enter, update, and maintain partner information in internal database systems; run reports and retrieve data to support outreach, relationship management, and decision-making.
• Maintain and edit policy documents to ensure clarity, consistency, and accessibility; track implementation and compliance deadlines.
• Organize, create and distribute organizational reporting that informs decision-making, supports organizational strategy and evaluates program effectiveness.

EDUCATION/EXPERIENCE QUALIFICATIONS

• Minimum of 3 years of experience in a similar executive-level administrative role, preferably in a nonprofit, philanthropic, or mission-driven organization.
• Proven track record of managing high-level executive support responsibilities with discretion and efficiency.

KNOWLEDGE, SKILLS AND ABILITIES

• Confidentiality & integrity are non-negotiable. This position must manage highly sensitive and confidential information with discretion and professionalism. Must commit to upholding the organization’s values and be able to act as an ambassador of the CEO’s office in all interactions.
• Team player with a “can do” approach; ability to work in a highly collaborative work environment and self-motivated to take initiative.
• Excellent organizational and time management skills, with the ability to multitask and adapt in a dynamic environment.
• Strong written and verbal communication skills; able to produce clear, professional documents and presentations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management and CRM tools is a plus.
• Keen attention to detail and the ability to manage priorities effectively.
• Self-motivated, resourceful, and able to work both independently and collaboratively.

PERSONAL CHARACTERISTICS

This position requires the ability to work efficiently and pleasantly with a wide variety of internal and external customers. As a first line representative of BCF, a high level of positive diplomacy and tact are required in providing service to internal and external stakeholders. Communications are regularly confidential in nature, requiring the employee to use discretion while communicating information clearly and concisely to all supervisors or customers. 

• Professional, calm, and composed under pressure.
• Personable and diplomatic, with strong interpersonal skills and a high emotional IQ.
• Mission-driven, with a deep interest in philanthropy, community service, and social impact.

CHARACTERISTICS OF A STRONG CANDIDATE

• Demonstrates excellent written and verbal communication skills with the ability to convey complex and confidential information in person or virtually, on the phone, and through email.
• Flexible and enthusiastic while adapting to BCF’s evolution as they strive to meet the changing needs of our community.
• Team player, eager to learn new skills and expand the scope of responsibilities.
• Trustworthy, reliable, and has integrity.

PERFORMANCE INDICATORS

The duties and responsibilities as presented in this job description will be used as some of the measuring tools in the employee’s annual performance evaluation. The manager will perform a performance evaluation upon the completion of the employee’s first six (6) full months of work. The next performance evaluation shall be scheduled upon completion of the employee’s first twelve (12) full months of work and annually thereafter.

HOURS AND COMPENSATION

• This position is full-time non-exempt; however, specific hours to be worked each week shall vary as determined by the timing of events and the workload of the PRES/CEO office.
• Compensation is commensurate with experience.
• Benefits include generous paid time off, paid holidays, retirement plan, health insurance, and organizational value of work/life balance with flexible schedules.
• A successful candidate must be bondable; any job offer will be subject to a background check.
• Must have a valid driver’s license.

TO APPLY FOR THIS POSITION

Interested candidates should email the following materials to erin@bcfgives.org:

• A resume highlighting relevant experience.
• A personalized cover letter explaining your interest in the role and BCF’s mission.
• A list of three professional references (references will not be contacted without prior notice).

If you see this position on a job posting website, DO NOT use quick apply. Applications will be reviewed on a rolling basis until the position is filled.

EQUAL OPPORTUNITY EMPLOYER

The Benton Community Foundation is an equal opportunity employer committed to creating a workplace culture of belonging; a workplace where equity, diversity, and inclusivity are expectations, everyone's responsibility, and a practice of all employees. At Benton Community Foundation, we know sometimes the best candidates may come from non-traditional backgrounds and professions. We encourage diverse, capable, and knowledgeable applicants to apply.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you meet key qualifications for the job, and believe you would be the best fit, we encourage you to apply; please use your cover letter or introductory email to explain how you will accomplish parts of the job for which you have less experience. If you are unsure whether you meet the qualifications of this position, please feel free to contact us.