Executive Assistant to the Executive Director — Part-Time

Position Summary

The 5/14 Memorial Foundation is seeking a highly organized, dependable, and mission-driven Part-Time Executive Assistant to the Executive Director to provide administrative, organizational, and coordination support to the Executive Director.

The Executive Assistant will play an important role in helping the Executive Director effectively manage the day-to-day responsibilities of a growing nonprofit organization. Responsibilities will include calendar and meeting management, Board and committee coordination, correspondence, document preparation, project tracking, stakeholder communications, event support, and maintaining organized administrative systems.

This position requires an individual who is proactive, detail-oriented, able to manage multiple priorities, and comfortable interacting professionally with Board members, community partners, donors, government and philanthropic partners, survivors, families, consultants, and other stakeholders.

Because of the nature of the Foundation’s mission, the Executive Assistant must approach the work with compassion, discretion, professionalism, cultural humility, and respect for the individuals and communities impacted by the May 14 tragedy.

Essential Duties & Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to the Executive Director.
• Manage and coordinate the Executive Director’s calendar, appointments, meetings, and organizational commitments.
• Schedule internal and external meetings and coordinate meeting logistics.
• Assist with managing meeting requests, correspondence, and follow-up communications.
• Draft and prepare routine correspondence, letters, memos, reports, presentations, and other documents.
• Prepare briefing materials and supporting documents for meetings and presentations.
• Maintain organized electronic files, organizational records, contact lists, and administrative documents.
• Track deadlines, commitments, action items, and follow-up items for the Executive Director.
• Assist the Executive Director with prioritizing competing requests and organizational responsibilities.
• Coordinate travel, conference registrations, and related logistics as needed.
• Perform other administrative duties and special projects as assigned.

Project & Organizational Coordination

• Maintain a centralized organizational calendar of meetings, events, community engagements, fundraising activities, and major project milestones.
• Assist with tracking progress on priorities established through the Foundation’s strategic framework.
• Develop and maintain project trackers, task lists, and other administrative tools to support implementation.
• Monitor upcoming deadlines and follow up with appropriate individuals regarding outstanding tasks.
• Coordinate meetings with consultants, vendors, community partners, government representatives, philanthropic partners, and other stakeholders.
• Assist with administrative coordination related to the development of the 5/14 Living Memorial & Healing Center.
• Support the development and maintenance of administrative processes and systems as the Foundation continues to grow.
• Assist with special projects and emerging organizational priorities as assigned by the Executive Director.

Fundraising & Donor Support

• Provide administrative support for fundraising meetings, campaigns, donor engagement activities, and special events.
• Assist with maintaining accurate donor, sponsor, partner, and stakeholder contact information.
• Support the preparation of donor correspondence, acknowledgment letters, meeting materials, and stewardship communications.
• Schedule donor and prospective donor meetings for the Executive Director.
• Assist with tracking fundraising follow-up activities and commitments.
• Coordinate administrative and logistical needs for fundraising events and activities.
• Work collaboratively with fundraising leadership, consultants, and future development staff as appropriate.

Community Engagement & Events

• Provide administrative and logistical support for community meetings, convenings, programs, and Foundation events.
• Coordinate invitations, registrations, meeting materials, vendors, and other logistical needs as assigned.
• Assist with maintaining stakeholder and community partner contact information.
• Support follow-up communications following community meetings and events.
• Help ensure that community engagement activities a…