Executive Assistant

JOB OVERVIEW:

The Executive Assistant provides high-level administrative, organizational, and operational support to the Executive Director while also assisting other members of the leadership team as needed. This position serves as a trusted partner in helping leadership remain organized, efficient, and focused on advancing the mission of the Ashtabula County Animal Protective League (ACAPL).

The Executive Assistant is responsible for managing schedules, coordinating meetings, handling correspondence, organizing projects, maintaining records, preparing reports and presentations, assisting with communications, supporting special events, and ensuring follow-through on organizational priorities.

The ideal candidate is exceptionally organized, proactive, detail-oriented, professional, and able to anticipate needs before they arise. This individual must be comfortable managing confidential information, balancing multiple priorities, and working independently in a fast-paced nonprofit environment.

This is a hybrid position combining remote administrative work with some on-site responsibilities at the shelter and attendance at community events, meetings, and organizational functions as needed.

DUTIES AND RESPONSIBILITIES:

Executive Support

• Provide direct administrative support to the Executive Director and other leadership staff as assigned.
• Manage calendars, appointments, meetings, and scheduling.
• Coordinate meeting logistics, prepare agendas, record meeting notes, and track follow-up items.
• Prepare correspondence, reports, presentations, spreadsheets, and organizational documents.
• Screen and prioritize emails, phone calls, and requests for leadership.
• Maintain organized electronic and physical filing systems.
• Assist with travel arrangements, registrations, and scheduling as needed.

Project Coordination

• Assist with planning, organizing, and tracking organizational projects and strategic initiatives.
• Maintain project timelines and monitor deadlines.
• Coordinate communication between departments and external partners.
• Track assignments and ensure timely completion of action items.
• Assist with research, data collection, and preparation of reports.

Administrative Operations

• Prepare forms, policies, procedures, and other organizational documents.
• Maintain accurate records, databases, and administrative files.
• Assist with grant documentation, donor acknowledgments, board materials, and organizational reporting.
• Coordinate contracts, vendor communications, and service providers as assigned.
• Assist with purchasing, supply ordering, and administrative logistics.

Communications & Community Engagement

• Assist with drafting newsletters, emails, social media content, presentations, and marketing materials.
• Help coordinate fundraising events, volunteer activities, community outreach efforts, and organizational events.
• Represent the organization professionally when interacting with donors, volunteers, partners, vendors, and members of the public.
• Assist with event planning, setup, registration, and administrative support.

Organizational Support

• Maintain strict confidentiality regarding personnel, financial, donor, legal, and organizational matters.
• Identify opportunities to improve administrative systems and organizational efficiency.
• Develop and maintain organizational procedures and documentation.
• Provide backup administrative support to other departments as needed.
• Perform other duties as assigned.

EXPERIENCE / QUALIFICATIONS:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Two or more years of experience providing executive, administrative, or office management support preferred.
• Exceptional organizational skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Strong problem-solving skills and the ability to work independently.
• Professional demeanor and excellent customer service skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong computer skills, including Microsoft Office, Google Workspace, and cloud-based software platforms.
• Experience with nonprofit organizations is preferred but not required.
• Valid driver’s license and reliable transportation required.
• Ability to occasionally lift up to 30 pounds and assist with event setup.
• …