Executive Assistant

Position Title: Executive Assistant

Department: Administration

Reports To: Chief Executive Officer

Employment Status: Full-time

FLSA Status: Exempt

Salary: $65,000 - $75,000

POSITION SUMMARY

The Executive Assistant (EA) is a key member of the Interfaith Works (IW) team. The EA primarily supports the Chief Executive Officer (CEO) and lends additional support to the organization's other senior leaders. This person will serve as a primary liaison to internal and external partners, including the IW Board of Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Office Management

• Manage the CEO's calendar, appointments, travel, and daily schedule.


• Anticipate scheduling conflicts and proactively recommend solutions.


• Prioritize requests for the CEO's time and ensure alignment with organizational priorities.


• Prepare daily and weekly briefing materials, meeting agendas, and background information.


• Coordinate logistics for meetings, conferences, speaking engagements, and community events.


• Track executive action items and ensure timely follow-up with internal and external stakeholders.


• Maintain highly confidential files, correspondence, and executive records.

Board Governance & Administration

• Serve as the primary administrative liaison to the Board of Directors and Board Committees.


• Coordinate all Board and Committee meetings, including scheduling, meeting logistics, agendas, resolutions, minutes, and board packets.


• Prepare professional Board books and presentations.


• Maintain Board records, bylaws, committee rosters, governance documents, and official meeting records.


• Coordinate annual Board orientation, Board retreats, committee assignments, and governance calendars.


• Track Board terms, required filings, disclosures, and governance compliance.


• Maintain the organization's Board portal and ensure Board members receive timely communications and materials.

Executive Project Management

• Coordinate executive-level projects on behalf of the CEO or other SLT members.


• Track deadlines, assignments, and deliverables across SLT.


• Prepare executive dashboards and status reports for leadership meetings.


• Assist with research, data collection, and analysis to support executive decision-making.


• Coordinate agency-wide meetings and organizational initiatives.

External Relations & Stakeholder Engagement

• Serve as the first point of contact for the Executive Office.


• Coordinate meetings with elected officials, government agencies, donors, community partners, and business leaders.


• Build positive working relationships with Board members, funders, volunteers, and external stakeholders.


• Coordinate executive participation in community events, conferences, and public engagements.

Administrative & Operational Support

• Prepare expense reports, purchasing requests, and reimbursement documentation.


• Maintain executive filing systems and organizational records.


• Support planning and logistics for executive retreats, Board retreats, leadership meetings, and organizational events.


• Manage special projects as assigned by the CEO or other SLT members.


• Serve as back up for front desk coverage


• Deposit checks into IW bank account.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Strong organizational skills that reflect an ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.


• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.


• The ability to maintain a high level of integrity and discretion in handling confidential information.


• Expert level written and verbal communication skills.


• Demonstrated proactive approaches to problem-solving with strong decision-making capability.


• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.


• Highly resourceful team player, with the ability to also be extremely effective independently.


• Proven ability to adapt to various competing demands and demonstrate the highest level of customer/client service and response.


• Forward-looking thinker, who actively seeks opportunities and proposes solutions.


• Must be available for after-hours support.

EDUCATION AND EXPERIENCE

• High school diploma required


• Bachelor's degree required, preferably in Business Administration or a related field.


• Minimum five years of experience in an administrative role with at least three years of supporting executives or senior leaders.

BENEFITS

Interfaith Works offers a comprehensive benefits package for its employees. Employees receive 14 paid holidays and 21 days of PTO. Benefits for full-time employees, those who work 30 hours per week or more, include access to subsidized medical, dental, and vision costs for employees and their families; employer paid long-term disability insurance as well as life and AD&D insurance. Employees have the option to purchase supplemental benefits that are fully portable, including short-term disability insurance, critical illness insurance, and more. All employees regardless of full or part-time status have access to an Employee Assistance Program (EAP) at no cost to them.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

TO APPLY

Interested candidates must submit a resume with their application to be considered. Applicants must apply through this link. Please send any questions about the application process to [email protected].

Interfaith Works is an equal opportunity employer which values diversity, equity, and inclusion. We are committed to a continued focus on equitable hiring, training, promotional practices, and policies. We are a drug-free workplace and comply with ADA regulations, as applicable.