Executive Assistant

PURPOSE OF POSITION:

The Executive Assistant at the Nebraska Writers Collective plays a key role in advancing the organization’s mission to foster empowerment and community through creative writing and performance poetry. This position provides high-level administrative, clerical, and operational support to the Executive Director, ensuring smooth coordination of communications, scheduling, and workflows. The Executive Assistant boosts leadership efficiency while upholding the values of inclusiveness, integrity, and interconnectedness. The role also supports program delivery, sponsor relations, and event planning, contributing to the Collective’s legacy of amplifying voices across Nebraska and Iowa. With professionalism and a deep commitment to the power of the written and spoken word, the Executive Assistant helps sustain a vibrant, responsive, artist-centered organization.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

Organizational Mastery & Workflow Optimization _ 45 _ %

1. Maintain the Executive Director’s calendars by scheduling meetings, sending reminders, and resolving conflicts proactively. Ensure that all appointments are confirmed in a timely manner.

2. File incoming paperwork and digital documents, using a clear labeling system to prevent backlog and improve retrieval. Conduct monthly audits to ensure filing accuracy.

3. Prepare and compile board meeting materials, including agendas, reports, and presentations, before each meeting. Ensure all documents are proofread and printed.

4. Coordinate travel and lodging for leadership and guest artists, confirming all arrangements at least one week prior to departure. Include contingency plans for delays or cancellations.

5. Organize Google Drive folders quarterly to ensure documents are logically grouped, labeled, and accessible to relevant team members. Archive outdated files to maintain clarity.

6. Track grant deadlines and internal project milestones using a shared digital tracker. Update progress weekly and notify leadership of any risks to timely submission.

Communication & Relationship Building _ 30_ %

7. Respond to emails, voicemails, and mail within 24 hours, using a professional tone that reflects NWC’s values of inclusiveness and integrity. Prioritize urgent messages and escalate when necessary.

8. Greet visitors warmly and guide them to the appropriate staff or meeting space. Ensure the front office environment is welcoming and organized.

9. Maintain consistent sponsor communication by sending updates, thank-you notes, and event invitations on a monthly basis. Log all interactions in a shared CRM or tracking system.

10. Collaborate with the team to review and refine social media messaging. Ensure posts reflect current programming and align with NWC’s mission and voice.

11. Proofread all outgoing correspondence, presentations, and reports for clarity, tone, and accuracy. Submit final drafts before deadlines.

12. Adapt communication style based on audience, whether artists, board members, students, or sponsors, to ensure clarity and engagement. Use inclusive language and active listening in all interactions.

Mission-Driven Support & Creative Engagement _ 25 _ %

13. Prepare visually engaging PowerPoint presentations that incorporate NWC’s mission, values, and storytelling approach. Use consistent branding and include relevant poetry or quotes when appropriate.

14. Update website content to reflect current programs, events, and community highlights. Coordinate with program leads to ensure accuracy and relevance.

15. Assist in planning and executing community events such as poetry slams and workshops. Handle logistics, registration, and on-site coordination to ensure smooth execution.

16. Support internal communications by drafting memos and updates that reflect NWC’s values of care, culture, and self-expression. Distribute materials in a timely and organized manner.

17. Coordinate with Teaching Artists and program staff to ensure administrative support aligns with creative goals. Attend planning meetings and follow up on action items.

18. Develop and refine workflows that support artistic programming, such as event checklists or content calendars. Review effectiveness quarterly and propose improvements as needed.

*Every position at Nebraska Writers Collective is designed to accept and perform additional duties as needed for the success and sustainability of the organization, even when the duties are temporary or non-essential to the employee’s main role.

SUPERVISORY RESPONSIBILITIES:

The Executive Assistant currently holds no supervisory responsibilities.

FISCAL RESPONSIBILITY:

The Executive Director authorizes all expenditures of funds based on proper documentation, contract compliance, and Nebraska Writers Collective disbursement procedures.

EDUCATION

Bachelor’s degree preferred in Business Administration, Communications, Nonprofit Management, English, or a related field.

Equivalent experience in executive-level administrative support, arts administration, or nonprofit operations may be considered in lieu of a degree.

CERTIFICATIONS and LICENSES

Valid Driver’s License and proof of adequate liability insurance coverage for personal vehicle required.

OTHER SKILLS and QUALIFICATIONS

Ideal candidates will have demonstrated experience in the nonprofit sector and a keen understanding of the multifaceted roles that a small organization’s team members often assume. To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed should be representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Calendar management expertise
• Strong written communication
• Event planning experience
• Document organization skills
• Social media savvy
• Sponsor relationship building
• Deadline tracking ability
• Professional phone etiquette
• Proofreading and editing
• Google Workspace proficiency
• Adaptable communication style
• Mission-driven attitude
• Attention to detail
• Team collaboration strength
• Confidentiality and discretion
• Multitasking under pressure

PHYSICAL DEMANDS

1. Typical office environment with frequent sitting, standing and walking.

2. Upper body strength will be required to lift, pull, and push up to 30 pounds on occasion.

MONTHLY CELL PHONE STIPEND ADDED TO PAYCHECK $50/MO

EEO STATEMENT

Nebraska Writers Collective is dedicated to fostering an inclusive and welcoming environment for all. As an Equal Opportunity Employer, we are committed to maintaining a workplace free from discrimination and harassment of any kind. We actively promote equality and prohibit any form of discrimination or harassment based on race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, veteran status, disability, genetic information, pregnancy, or any other protected class or characteristic as defined by federal, state, or local laws. This policy applies to all aspects of employment, including hiring, recruitment, promotion, termination, layoffs, compensation, benefits, training, and internships. Nebraska Writers Collective makes employment decisions based solely on qualifications, merit, and organizational needs.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: No more than 20 per week

Benefits:

• Employee assistance program
• Flexible schedule

Work Location: Hybrid remote in Omaha, NE 68182

Salary : $20 - $25