Executive Assistant

Executive Assistant Reports To: Executive Director/Director of Human Resources Position Description Summary: The Executive Assistant manages the donor database, personnel data management, provides support for Human Resources and Executive Director and coordinates meetings, trainings and events. Essential Job Functions: Manage the development of a strong donor data records management system including donor entry, gift management records, donor background/appointment information and relationships. Provide administrative support to the Executive Director, including coordinating meetings and events, scheduling and preparing materials and documents. Support Human Resource management database including posting job information, managing changes in employee records and providing other administrative support for human resources. Prepare thank you notes/gift acknowledgements within 48 hours of receipt, including cash and in-kind contributions. Develop social media content, communication and marketing materials as requested. Provide support for community awareness activities and fund raising events. Maintain records for the board of directors. Support the manage the maintenance of the MailChimp databases including updates for changes to staff, donors, community partners. Coordinate in kind donation acceptance and record keeping Coordinate tours of the programs and speaking engagements/presentations. Prepare reports, power points or other documents as required. Participate in department meetings and the development of strategic department initiatives. Minimum Qualifications: Ideally a BA in communications, marketing or data management. An AA or technical school training with experience will be considered. A minimum of 2 years of experience preferred; prior nonprofit experience ideal. Experience working with and supporting a team. Excellent ability to communicate and work effectively with a variety of internal and external stakeholders. Outstanding organizational and communication skills. Ability to work on a daily basis utilizing standard office equipment. Ability to use computer system, software and to work well with technology. Ability to use independent judgment, analytical/decision-making skills, verbal and written communication skills, human relations skills, team working skills, and organizational skills. This position consists of frequent sitting and/or standing for extended periods of time. General Areas of Responsibility: It is the responsibility of each employee to: Understand and support ASAC's mission. Adhere to ASAC policies and procedures, and to all applicable city, state and federal laws and regulations. Maintain strict confidentiality, in accordance with HIPAA and 42CFR Display a professional attitude towards and treat all other employees, referral sources, funders, volunteers, visitors, patients and their families with dignity and respect at all times. Demonstrates good communication with, including but not limited to: supervisor, colleagues, co-workers patient/family members, community members, management staff, and other stakeholders. Demonstrate good attendance and punctuality for all work related events. Demonstrate involvement as a team member, regardless of where primary duties lie, by positively contributing to the overall agency operations. Submit paperwork and meet job responsibility deadlines as assigned. Participate in training and development that enhances skills and ability to advance in the field. Know and perform job duties in a safe manner. Perform all other duties as assigned by supervisors and/or management staff.

Created: 2026-03-04