Position Summary: The Executive Assistant provides high-level strategic and administrative support to the Chief Executive Officer (CEO) and partial support to the Chief Program Officer (CPO) of a mission-driven domestic violence nonprofit organization. This role serves as a trusted partner to executive leadership, ensuring operational efficiency, strong communication, and alignment across departments.

In addition to executive support responsibilities, the Executive Assistant supervises and manages the Administrative Assistant position, ensuring effective front-office operations and consistent administrative systems across the organization.

The ideal candidate demonstrates exceptional discretion, emotional intelligence, leadership capability, and a deep commitment to supporting survivors of domestic violence.

Qualifications:
Required
·5+ years of experience supporting senior-level executives
·Demonstrated experience supervising administrative or support staff
·Exceptional organizational, time-management, and prioritization skills
·Strong written and verbal communication skills
·High degree of discretion, professionalism, and emotional intelligence
·Proficiency in Microsoft Office Suite
·Ability to manage multiple priorities in a fast-paced, mission-driven environment
·Adhere to SafeSpace ethics, policies, procedures, and contractual standards
·Able to pass a level two background screen.
·Maintain a valid driver’s license with reliable transportation to work.
Preferred
·Experience in nonprofit, social services, advocacy, or human services organizations
·Familiarity with board governance processes
·Experience supporting fundraising, donor relations, or grant reporting
·Understanding of trauma-informed practices and survivor-centered approaches

Core Competencies:
·Strategic thinking and anticipatory problem-solving
·Confidentiality and ethical judgment
·Leadership and collaborative mindset
·Cultural humility and inclusivity
·Attention to detail and operational excellence
·Adaptability and resilience
·Self-motivated and collaborative
·Sensitive to the dynamics of domestic violence

Training Requirements: Required onboarding training will be conducted at the Admin. office or designated location during the hours of 8:30 am – 5:00 pm Monday through Friday regardless of shift schedule. Must successfully complete CORE Competency training provided by the agency within 90 days of employment and participate in ongoing mandatory education and skills training on relevant topics as required by statutory funding, certification of the agency or personnel, or as identified to improve employee performance. Must maintain annual training requirements outlined in the employee manual.

Work Environment: This position regularly handles sensitive and confidential information.  The Executive Assistant must maintain professionalism, discretion, and strong boundaries while demonstrating empathy and alignment with the organization’s survivor-centered mission. This job is typically operated in an administrative location but will sometimes be working out of the office, in the emergency shelters and in the community. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets. Will be a fast-paced environment.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. This position may require sitting, standing, walking, bending, kneeling, stooping, crouching. The employee must be able to lift and/or move items up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Job Responsibilities:
Please note this job description is not designed to cover or contain an all-inclusive listing of activities, duties or responsibilities that are required of the employee for this job.
Executive Support to the CEO (Primary Focus)
·Manage complex and dynamic executive calendar, prioritizing competing demands
·Coordinate and prepare materials for Board of Directors meetings, including agendas, board packets, minutes, and follow-up tracking
·Draft, edit, and manage executive correspondence, reports, presentations, and internal communications
·Serve as liaison between the CEO and board members, funders, community partners, and key stakeholders
·Support strategic planning initiatives and track organizational priorities
·Prepare briefing materials for donor meetings, public engagements, and advocacy efforts
·Coordinate travel arrangements and expense reporting
·Maintain strict confidentiality of sensitive organizational and personnel matters
·Assist in preparation of materials, agendas, sign-in sheets, notes and help manage next steps
·Responsible for organizing, filing and archiving all records related to the office of the CEO
·Prepares written acknowledgements, takes memos, maintains files, and organizes, collates and distributes documents, as needed
·Act as liaison for the Administrative Team
Support to the Chief Program Officer (Secondary Focus)
·Assist with program-related scheduling and cross-department coordination
·Support preparation of grant materials, program reports, and accreditation documentation
·Track and assist with program leadership action items
·Act as liaison for the Administrative Team
·Asist with internal communication between program and executive leadership
·Coordinate travel arrangements and expense reporting
Supervision & Office Management
·Directly supervise the Administrative Assistant, including onboarding, training, performance feedback, and workflow delegation
·Oversee front-office operations to ensure professionalism, confidentiality, and trauma-informed practices
·Establish and maintain efficient administrative systems and procedures
·Monitor and coordinate insurance renewals, legal documentation, contracts, regulatory compliance and other administrative obligations affecting organizational operations
·Coordinate workload distribution to ensure effective support across departments
·Identify opportunities to improve administrative processes and implement solutions
·Act as secondary backup support for HR and payroll administration, assisting with key processes and maintaining continuity during absences
Organizational Leadership Support
·Support executive leadership in fostering a trauma-informed, survivor-centered workplace culture
·Assist with special projects, organizational initiatives, and cross-functional collaboration
·Ensure compliance with safety, confidentiality, and privacy protocols
·Model professionalism, accountability, and inclusive leadership practices
·Collectively work with management to resolve agency related concerns related to day-to-day operations
·Prepare reports, presentations and data, as well as maintains files, records and correspondence for meetings
·Create and maintain standard operating procedures for all tasks regarding this position
·Assist the Development team as assigned by the CEO
·Perform other duties and administrative functions as assigned by the CEO
·Flexible with working hours to deal with situations that might arise
·Support the emergency disaster team in the event of a national disaster or weather emergency