Executive Assistant and Special Projects Coordinator

Position Overview

The Executive Assistant & Special Projects Coordinator provides high-level administrative, operational, and project support to the CEO and Executive Office. This role manages executive scheduling, Board coordination, Leadership Academy operations, events, and organizational communications in a fast-paced nonprofit environment.

The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities while maintaining confidentiality and strong stakeholder relationships.

About LION

The Leadership Institute of Nevada (LION) is a nonpartisan nonprofit dedicated to developing civic and professional leaders across Nevada through leadership programs, alumni engagement, and community partnerships.

Essential Duties & ResponsibilitiesExecutive & Administrative Support

• Manage the CEO’s calendar, meetings, travel, and speaking engagements.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Coordinate domestic and international travel logistics and expense reporting.
• Attend meetings, record minutes, track action items, and ensure follow-up.
• Serve as liaison between the CEO’s office and Board members, donors, community leaders, government officials, and staff.
• Maintain confidential records, files, and contact databases.
• Anticipate scheduling conflicts and operational needs.

Leadership Academy Coordination

• Coordinate all operational aspects of the Leadership Academy program.
• Manage applications, selection processes, participant communications, and program records.
• Coordinate program schedules, retreats, venues, catering, transportation, and accommodations.
• Support faculty and speaker logistics, including contracts and AV needs.
• Track program budgets, invoices, reimbursements, and financial records.
• Compile participant evaluations and prepare summary reports.
• Coordinate graduation events and alumni engagement activities.

Events & Special Projects

• Support planning and execution of LION events, including the Annual Gala, summits, and alumni gatherings.
• Manage registration systems, guest tracking, event logistics, and vendor coordination.
• Prepare run-of-show documents and event communications.
• Support media collection, filming, and event documentation as needed.

Board & Governance Support

• Coordinate Board and committee meeting logistics and materials.
• Record meeting minutes and track Board action items.
• Maintain governance documents, policies, and Board records.
• Support onboarding and orientation for new Board members.

Communications & Stakeholder Relations

• Draft and distribute newsletters, donor correspondence, press materials, and social media content.
• Support fundraising and development efforts through donor briefings, acknowledgment letters, and event materials.
• Maintain accurate stakeholder and donor records in CRM systems.
• Represent the CEO’s office professionally at meetings and community events.

Office Operations

• Oversee office operations, vendor coordination, supplies, equipment, and filing systems.
• Support onboarding logistics for new staff.
• Process reimbursements, expense reports, accounts payable, and budget tracking.
• Perform additional duties assigned by the CEO.

QualificationsRequired

• Associate degree required; bachelor’s degree preferred.
• 3–5 years of executive support, operations, or project coordination experience.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office and familiarity with virtual meeting platforms and CRM systems.
• Excellent organizational skills with the ability to manage multiple priorities.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal and stakeholder management skills.
• Valid Nevada driver’s license and reliable transportation.
• Ability to work occasional evenings and weekends.

Preferred

• Experience supporting C-suite executives in nonprofit or mission-driven organizations.
• Experience with Board governance and nonprofit operations.
• Familiarity with leadership development or civic engagement programs.
• Knowledge of Nevada’s civic, business, or political landscape.
• Experience with fundraising, development, or marketing.
• Bilingual English/Spanish proficiency.

Work Environment

This position is primarily office-based with hybrid flexibility as approved by the CEO. Occasional evening/weekend work and in-state travel are required. Must be able to lift or transport materials up to 25 pounds.

Compensation & Benefits

Competitive salary commensurate with experience. Benefits include paid time off, professional development opportunities, and participation in LION programs and events.

Equal Opportunity Employer

LION is an equal opportunity employer committed to diversity, equity, and inclusion.

How to Apply

Submit the following in a single PDF to admin@lionv.org:

• Cover letter
• Resume
• Three professional references

Applications will be reviewed on a rolling basis until the position is filled.