Executive Assistant H.O.P.E. Campus

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 o