What are the responsibilities and job description for the Executive Assistant position at Water for Ishmael?
Position Summary:
The Part-Time Executive Assistant to the Executive Director (EA) provides comprehensive administrative and logistical support to the Executive Director (ED) to ensure the efficient and effective operation of Water for Ishmael. The EA will manage the ED's schedule, communications, and administrative tasks, allowing the ED to focus on strategic leadership, fundraising, community outreach, and fulfilling the organization's mission. This role requires exceptional organizational skills, discretion, and a proactive approach to supporting the ED and the organization's leadership.
Key Responsibilities:
Administrative Support:
* Manage the ED's calendar, including scheduling appointments, meetings, and calls with board members, staff, donors, partners, and other stakeholders.
* Coordinate and prepare for board meetings, including drafting agendas, compiling and distributing materials, and tracking action items.
* Assist with incoming and outgoing correspondence, including emails, letters, and phone calls, with professionalism and promptness.
* Organize and maintain physical and electronic filing systems for the ED's office.
* Assist with travel arrangements and expense reporting as needed.
* Prepare reports, presentations, and other documents as requested by the ED.
Communication and Relationship Management:
* Serve as the primary point of contact for internal and external inquiries directed to the ED’s office.
* Facilitate communication between the ED and staff, volunteers, donors, and community partners.
* Assist in drafting and proofreading communications from the ED.
Operational Support:
* Provide logistical support for organizational events and meetings.
* Assist with data entry and database management related to donor relations and communication.
* Conduct research on potential partners, donors, or relevant topics as directed by the ED.
* Assist in the preparation and review of financial documents, such as budget proposals and financial statements, as directed by the ED.
* Perform other administrative duties as assigned by the ED.
Qualifications:
* Proven experience as an Executive Assistant, Administrative Assistant, or similar role, supporting senior leadership in a nonprofit setting.
* Excellent organizational and time-management skills with the ability to prioritize tasks and manage multiple deadlines effectively.
* Strong written and verbal communication skills, with a keen eye for detail and accuracy.
* Proficiency in Google Office Suite (Docs, Sheets, Slides, Gmail) and willingness to learn new software/systems.
* Discretion and the ability to handle confidential information with the utmost integrity.
* Proactive and resourceful problem-solver with a positive attitude.
* Ability to work independently and as part of a team.
* Familiarity with nonprofit operations and a commitment to the mission of Water for Ishmael is a plus.
* A theological background or interest in spiritual development within an organization may be considered.
The Part-Time Executive Assistant to the Executive Director (EA) provides comprehensive administrative and logistical support to the Executive Director (ED) to ensure the efficient and effective operation of Water for Ishmael. The EA will manage the ED's schedule, communications, and administrative tasks, allowing the ED to focus on strategic leadership, fundraising, community outreach, and fulfilling the organization's mission. This role requires exceptional organizational skills, discretion, and a proactive approach to supporting the ED and the organization's leadership.
Key Responsibilities:
Administrative Support:
* Manage the ED's calendar, including scheduling appointments, meetings, and calls with board members, staff, donors, partners, and other stakeholders.
* Coordinate and prepare for board meetings, including drafting agendas, compiling and distributing materials, and tracking action items.
* Assist with incoming and outgoing correspondence, including emails, letters, and phone calls, with professionalism and promptness.
* Organize and maintain physical and electronic filing systems for the ED's office.
* Assist with travel arrangements and expense reporting as needed.
* Prepare reports, presentations, and other documents as requested by the ED.
Communication and Relationship Management:
* Serve as the primary point of contact for internal and external inquiries directed to the ED’s office.
* Facilitate communication between the ED and staff, volunteers, donors, and community partners.
* Assist in drafting and proofreading communications from the ED.
Operational Support:
* Provide logistical support for organizational events and meetings.
* Assist with data entry and database management related to donor relations and communication.
* Conduct research on potential partners, donors, or relevant topics as directed by the ED.
* Assist in the preparation and review of financial documents, such as budget proposals and financial statements, as directed by the ED.
* Perform other administrative duties as assigned by the ED.
Qualifications:
* Proven experience as an Executive Assistant, Administrative Assistant, or similar role, supporting senior leadership in a nonprofit setting.
* Excellent organizational and time-management skills with the ability to prioritize tasks and manage multiple deadlines effectively.
* Strong written and verbal communication skills, with a keen eye for detail and accuracy.
* Proficiency in Google Office Suite (Docs, Sheets, Slides, Gmail) and willingness to learn new software/systems.
* Discretion and the ability to handle confidential information with the utmost integrity.
* Proactive and resourceful problem-solver with a positive attitude.
* Ability to work independently and as part of a team.
* Familiarity with nonprofit operations and a commitment to the mission of Water for Ishmael is a plus.
* A theological background or interest in spiritual development within an organization may be considered.