Executive Assistant to the Executive Director

EXECUTIVE ASSISTANT to the Executive Director

Breast Cancer Support Nonprofit Organization

DESCRIPTION:

The Executive Assistant provides high-level administrative, operational, and strategic support to the Executive Director of a breast cancer support nonprofit. This role ensures the Executive Director is organized, informed, and able to focus on mission-driven leadership. The Executive Assistant manages calendars, coordinates communications, supports development and fundraising activities, and helps maintain smooth organizational operations. The ideal candidate is proactive, compassionate, detail-oriented, and committed to supporting individuals and families affected by breast cancer.

KEY RESPONSIBILITIES:

Administrative Support

· Manage the organizations calendar and schedule meetings.

· Handle correspondence and prioritize incoming communications.

· Organize meetings, events, and conferences, ensuring all materials are prepared in advance.

Bookkeeping and Financial Reporting

· Manage basic daily bookkeeping to include check writing, bank deposits, QuickBooks Online entries, and bank reconciliation.

· Create budget reports and provide monthly updates to Associate and Executive Director.

· Create and manage invoices, update donor information and donor acknowledgement letters and mailings.

· Provide support for Financial Assistance Program.

· Manage inventory and office supplies, submit re-orders, track against budgets and

make recommendations for cost-reduction options.

Recordkeeping and Database Management

· Manage financial documents and ensure compliance with organizational policies.

· Create, maintain, and update volunteer, donor, and grant reporting databases.

· Track grant deadlines to include application and reporting dates, as well as completed list of details to provide to foundations and donors.

Meeting and Special Event Involvement

· Assist with Board Meeting preparation, ordering and picking up lunch.

· Attend fundraising events, managing on-site donations and tracking. (evening and weekend hours commitment)

· Assist with Survivor Programs, as needed. (weekday evening commitment)

· Assist Fundraising Coordinator with event logistics, preparation and financial management.

Other Responsibilities

· Coordinate office equipment management and repair needs.

· Manage team calendar and keep the office organized and running efficiently.

· Assist with other duties as requested.

WORK SCHEDULE:

· This is a salaried position working 36 hours per week, paid monthly.

· Occasionally required to work late evening or weekend hours as necessary.

QUALIFICATIONS AND SKILLS:

· EDUCATION: Bachelor’s degree preferred; relevant experience may be considered.

· EXPERIENCE: Minimum 3 years in an Executive Assistant or Administrative Support role, ideally in a nonprofit setting.

· SKILLS: Proficiency in Microsoft 365, CRM Systems, and QuickBooks Online. Strong organizational, interpersonal, and communications skills are essential. Strong written and verbal communication skills. Ability to manage multiple priorities effectively.

Job Type: Full-time

Expected hours: 36 per week

Benefits:

• Paid time off

Schedule:

• Monday to Thursday, 8 am – 4 pm, Friday, 8 am – 12 pm
• Additional evening commitments for program and fundraising events (scheduled in advance)

Work Location: On-site, In-person

Pay: $33,000.00 - $38,000.00 per year

Benefits:

• Paid time off

Experience:

• Executive administrative support: 3 years (Required)

Work Location: In person

Salary : $33,000 - $38,000