Job Summary

The Executive Assistant at the H.O.P.E. Campus provides high-level administrative support to the Executive Director, ensuring the smooth execution of daily operations and strategic initiatives. This role is essential to foster organizational efficiency by managing schedules, coordinating meetings, preparing reports, and managing sensitive communications. Acting as a key liaison, the Executive Assistant connects the Executive Director with internal and external stakeholders, including the H.O.P.E. Campus leadership team, community partners, donors, and board members.

This role requires exceptional organizational skills, discretion, and the ability to prioritize and manage multiple tasks in a dynamic, demanding environment. The ideal candidate is proactive, meticulous, and thrives in a mission-driven setting focused on child welfare, community collaboration, and trauma-informed programming. Success in this role demands excellent communication, problem-solving, and organizational abilities, as well as the capacity to anticipate the Executive Director’s needs and maintain strict confidentiality. The Executive Assistant will confidently manage competing priorities while providing critical administrative and project support that drives the organization’s strategic impact.

Job Duties & Responsibilities

• Manage and maintain executive schedules, including meetings, appointments, travel arrangements, and itineraries.
• Prepare reports, presentations, and correspondence on behalf of the H.O.P.E. Campus executive team.
• Manage confidential information with an elevated level of professionalism and discretion.
• Coordinate and facilitate communication between executives, internal departments, and external stakeholders.
• Assist with project management tasks and follow up on key initiatives.
• Conduct research and compile data to support executive decision-making.

• Organize leadership meetings, donor meetings, and community engagement events, including preparing agendas, taking minutes, and tracking action items.
• Process expense reports and invoices and monitor the budget for executive-level activities.
• Assist in coordinating strategic projects, including tracking timelines, deadlines, and deliverables related to program development and operational initiatives.
• Prepare materials for board meetings, donor communications, and presentations, supporting the Executive Director’s fundraising and capital campaign efforts, as applicable.
• Maintain organized administrative files, reports, and policy and procedure documents, ensuring the secure storage of sensitive information.
• Plan, assist and execute company events, meetings, and engagements as required.

• Process expense reports and monitor the budget for executive-level activities.
• Organize and maintain records, ensuring accessibility and security.

• Correspondence for the Executive Director’s signature; prepare statistical reports, etc.
• During the Executive Director’s absence, use initiative and judgment to see that matters requiring attention are referred to delegated authority or managed in a manner to minimize the effect of executive's absence.
• Assist with preparation of proposals.
• Provides administrative support, including transcribing and typing correspondence and reports, composing documents, taking, distributing, and maintaining minutes for Leadership Team and All-Staff meetings, and researching data for management/administrative presentations.
• Draft speeches, reports, presentations, and correspondence on behalf of the Executive Director and leadership, ensuring alignment with organizational tone, messaging, and strategic goals.

Other Job Duties & Responsibilities:

• Maintains and/or increases knowledge, skills, and abilities.
• Attends agency meetings and/or committees as necessary and/or as assigned.
• Participates in and contributes to agency-related professional in-service training.
• Performs other duties as assigned and/or needed.

Supervisory

None

Core Competencies

• Critical Thinking : Use reasoning and criteria to conceptualize, evaluate or synthesize ideas; challenges assumptions behind thoughts, beliefs, or actions; draw conclusions based on relevant data.
• Initiative : Identify what needs to be done and does it before being asked or the situation requires it.
• Thoroughness : Ensure that their own work and work of others are complete and accurate; carefully prepares for meetings and presentations; follows up with others to ensure that agreements and commitments have been fulfilled
• Verbal and Written Expression: Expresses thoughts clearly, concisely, and effectively both verbally and in writing. Able to communicate in understandable language and to adjust one’s use of language to the audience’s level.
• Confidentiality : Keeps information secret when necessary; respects the confidentiality and sensitivity of information or concerns shared by others.
• Judgement/Problem Solving: Distinguish between relevant and irrelevant aspects of a question at hand; weighs alternatives while maintaining priority level; suggests practical and feasible solutions; acts readily when sudden problems emerge. Solves moderate problems with effective solutions; probes all fruitful sources for answers; looks beyond the obvious and does not stop at the first answers.
• Flexibility: Adapts effectively to change by accepting changes in processes readily and with an optimistic perspective of the resulting benefits; readily accepts modern technology as part of his/her job and uses it to continually improve efficiency or the quality of work products.
• Organizational and Time Management – Demonstrates the ability to prioritize tasks effectively, manage multiple responsibilities simultaneously, and meet deadlines in a structured and efficient manner.
• Professionalism and Composure Under Pressure – Maintains a high level of professionalism, adaptability, and emotional intelligence in high-pressure or challenging situations, ensuring sound decision-making and effective problem-solving.

Job Qualifications

• Bachelor’s degree in business administration or a related field (preferred).
• 5+ years of experience in an executive support role or equivalent.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.

Physical Demands/Work Environment

• Sitting for extended periods: may spend long hours at a desk working on a computer.
• Standing and walking: May need to move between offices, attend meetings, or assist with events. The position works in a building with stairs and no elevator.
• Lifting and carrying: Occasionally required to lift office supplies, files, or equipment (typically up to 20 lbs).
• Fine motor skills: Frequent use of hands for typing, writing, filing, and handling office tools.
• Vision requirements: Must be able to read screens, documents, and spreadsheets for extended periods.
• Hearing and speech abilities: Required for phone calls, video conferences, and in-person meetings.
• Stamina: Ability to handle long work hours, especially during peak business times.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of The Centers. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

Acknowledgement

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position. Your employment with The Centers is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or The Centers, with or without cause, with or without notice, and at any time.