Street in urban city

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Executive Administrative Assistant - Reports to President/Founder

Job Purpose and Overview

Responsible for the administrative coordination of the President/Founder, providing administrative, technological and clerical assistance. Provides support to the President/Founder to allow the greatest mobility in new networking circles. Reports directly to the President/Founder with day-to-day work and assignments primarily coming from the President/Founder.

Essential Duties and Responsibilities

  • Provides administrative support. This includes responding to email and telephone contacts for the President/Founder and completing follow up as needed.
  • Greets and assists visitors at the building.
  • Prepares correspondence, reports, invitations and other documents and materials, including work in stylizing and design programs, and creation of sign up links and hyperlinks for completeness.
  • Maintains appointment and meeting calendars with high detail, arranges meetings, secures and prepares meeting facilities. Includes a system to quickly utilize and/or notify President of updates.
  • Maintains database of existing and potential strategic partners, donors and church clients, as needed, using technology to create paths to track and follow up with these stakeholders.
  • Makes travel arrangements, confirms and updates President, when travel is required.
  • Meets weekly on Mondays with President/Founder to go over calendar and plan the President/Founder's upcoming week. Also, updates additions and changes to the calendar at strategic times throughout the week.
  • Seeks out and contacts outside agencies and groups for meetings, gathering information and writing reports. This may involve performing market research.
  • Collects and tabulates data and maintains program files, develops and maintains related forms and enters information into donor database or CRM.
  • Plans, designs and prints handouts and materials for the President/Founder's workshops, meetings, and trainings and oversees details of hosting onsite trainings.
  • Completes Grant applications and potential Donor materials at President/Founder's request.
  • Generates/Takes calls from the President/Founder, sometimes after work hours, to prepare the details of updates and changes to urgent meetings and timely issues.
  • Maintains email and phone updates to staff and board.
  • Directs calls and requests for information or services to the appropriate staff.
  • Performs requested research on issues related to Seed to Oaks' mission, goals and functions.
  • Manages events with design, technological and administrative skills.
  • Maintains a daily presence at work, unless time off is requested and approved.
  • Conforms with and abides by all regulations, policies, work practices and instructions.
  • Performs other duties as assigned by President/Founder and/or Director of Programs.

Qualifications and Skills

  1. Must have minimum of Associates Degree or equivalent experience.
  2. Minimum of 3-5 years' experience in an administrative, office setting.
  3. Experience with Microsoft Office, Apple Products, Adobe Acrobat and InDesign, Canva, Google Suite, Social Media (Facebook, Instagram and LinkedIn), Buffer and Infusionsoft (CRM), or desire to learn and implement immediately.
  4. Detail oriented.
  5. Excellent communication skills, both written and verbal, as well as problem solving and critical thinking.
  6. Excellent networking and interpersonal skills.
  7. Ability to bridge the gap between those with different socio economic backgrounds.
  8. Able to work effectively and independently within scope of work.
  9. Willingness to adapt to new technology, programs and systems; sometimes researching options.
  10. Must be self-motivated and able to make decisions independently, where and when appropriate.
  11. Understand Seed to Oaks' vision, mission and goals and be able to express this information to anyone who may ask.

Type of Employment

Part Time Non-Exempt

Expected hours up to 25 hours/week

Please send all resumes to