Executive Assistant

Summary

The Executive Assistant & Receptionist plays a dual role in supporting both the daily operations of the Community Foundation Epicenter and the effectiveness of the CEO. This position serves as a welcoming first point of contact for the public, nonprofit tenants, and community partners, practicing strong hospitality skills to ensure the Epicenter operates smoothly and professionally. In addition, the role provides high-level administrative support to the CEO by managing schedules, preparing high-quality communications and materials, and coordinating cross-team initiatives. The ideal candidate demonstrates discretion, initiative, exceptional organizational skills, and a service-oriented mindset, contributing to a positive experience for visitors and staff alike.

Key Relationships

Key relationships include the CEO, Director of Finance & Grants, Epicenter Manager, Epicenter tenants, Foundation staff, Board Members, Donors and Meeting/Event Attendees.

Essential Duties & Responsibilities

Time allocation may vary depending on organizational priorities and CEO needs.

Reception (50%)

• Serve as the first point of contact for visitors by warmly greeting guests and directing them to the appropriate CFFSBC staff member or nonprofit tenant.
• Manage the front desk sign-in process to ensure accurate visitor tracking and building security.
• Answer, screen, and route incoming phone calls in a professional and timely manner.
• Receive, sort, and distribute incoming mail and package deliveries. Log non-Epicenter gifts for deposit.
• Prepare and offer coffee, water, and light refreshments to guests as needed.
• Direct guests to designated Epicenter meeting rooms and provide general assistance as required.
• Maintain working knowledge of room scheduling platform to support meeting logistics.
• Assist with conference room setup based on event requirements and layout requests.
• Reset and clean meeting rooms and shared meeting areas between uses to ensure a professional environment.

Executive Assistant (50%)

• Provide high-level executive support to the CEO by managing a complex calendar, scheduling appointments, and coordinating internal and external meetings to ensure strategic and efficient use of time.
• Prepare, edit, and format correspondence, reports, presentations, and other documents on behalf of the CEO.
• Proactively prepare the CEO for meetings by compiling relevant materials, developing briefing documents, creating talking points, and tracking follow-up actions.
• Coordinate and review agendas for standing meetings—including All-Staff, Leadership Team, and committee meetings—ensuring alignment with organizational priorities prior to CEO approval.
• Support planning and execution of Foundation events, including logistical coordination and on-site assistance as needed.
• Provide comprehensive administrative support, including coordinating travel arrangements, processing expense reports, and performing general administrative tasks that enhance executive effectiveness and operational efficiency.

Other related duties as assigned to meet Foundation objectives.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Employee is responsible for performing work accurately. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required skills, abilities, and knowledge

• Bachelor's degree in business, communications, or related field or equivalent experience. Or 3+ years supporting executives in an administrative role.
• Demonstrated discretion and integrity handling confidential information.
• Strong written and verbal communication (email, phone, video meetings).
• Professional, diplomatic customer service with executives, board members, donors, partners, tenants, and visitors.
• Ability to represent the CEO with tact, professionalism, and cultural competence.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and tools such as DocuSign, Adobe, Zoom, Google Workspace, and Slack.
• Highly organized with strong attention to detail and accurate data entry/typing.
• Strong judgment, problem-solving, and ability to manage competing priorities and interruptions under deadlines.
• Able to work independently and collaboratively in a team environment.
• Commitment to the Foundation's mission and to equity, inclusion, and respectful service to people of diverse backgrounds.

Communication and language skills

• Ability to read and follow written instructions and communicate clearly and courteously with staff, tenants, and the public.

Computer skills

• Comfort using standard office software, email/calendar systems, and web-based search/tools.

Reasoning and judgment

• Ability to identify issues, analyze information, recommend solutions, and escalate appropriately.

Performance expectations

• Consistently meets standards for quality, productivity, timeliness, reliability, teamwork, communication, and professionalism.

Physical Demands

• Frequently: sit; hear and speak;use hands to finger, handle or feel objects, tools, or controls, reach above shoulders; see (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus); key (i.e., computer, calculator, telephone); and lift up to 20 lbs.

Machines, Tools, and Equipment

• Frequently: computers, writing instruments and telephone
• Occasionally: copier, fax, printer, and desktop

Working Environment

Working conditions described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform said functions. Variations may occur under certain circumstances.

Submit Cover letter and resume to:

Priority Deadline: Monday, February 2, 2026. We will continue to receive applications until the position is filled.

Job Type: Part-time

Pay: $ $29.00 per hour

Expected hours: 18 per week

Work Location: In person