Executive Administrator

HOPE starts HERE! HOPE starts now! HOPE starts with Us!

The ideal candidate possesses a marketing-oriented mindset with the ability to research complex topics—including grants, governance requirements, nonprofit law, and funding pathways—and distill information into clear, actionable direction for executive decision-making. This individual must be able to help frame strategic paths forward, strengthen the organization’s narrative, and translate vision into compelling messaging and visual materials.

The Executive Administrator will support short-fused, high-priority internal communications by creating polished graphics, presentations, and written content that clearly convey strategy, urgency, and organizational alignment. The role requires technological proficiency, sound judgment and adaptability.

Key Responsibilities

Executive Leadership Support

• Strategically manage and prioritize the CEO’s calendar to align with organizational goals and growth initiatives.

• Coordinate internal and external meetings, prepare agendas, briefing documents, and executive summaries.

• Track executive action items and ensure follow-through across departments.

• Draft and manage executive correspondence, reports, presentations, and board materials.

• Anticipate challenges and proactively resolve scheduling, operational, or stakeholder conflicts.

Client & Stakeholder Engagement

• Serve as a professional liaison between the CEO and clients, donors, partners, board members, and community stakeholders.

• Coordinate high-level meetings, community engagements, and executive events.

• Maintain confidentiality and professionalism in all communications.

• Represent the CEO with clarity, diplomacy, and strong interpersonal skills.

Technology & Systems Management

• Leverage technology platforms (CRM systems, scheduling software, project management tools, virtual meeting platforms) to support executive operations.

• Maintain organized and secure digital filing systems.

• Support virtual and in-person presentations, including technical setup and troubleshooting.

• Assist with tracking organizational metrics and executive reporting.

Travel & Logistics

• Coordinate domestic travel arrangements, including detailed itineraries, accommodations, and transportation.

• Prepare comprehensive travel materials and briefing documents.

• Accompany the CEO to select meetings or engagements as required.

Nonprofit Operations & Compliance (North Carolina Focus)

• Demonstrate working knowledge of nonprofit governance, board relations, and compliance requirements in North Carolina.

• Understand state-level nonprofit regulations, funding structures, and community partnership frameworks.

• Support executive oversight of grants, donor reporting, and community-based initiatives.

• Assist in maintaining alignment with state and federal nonprofit standards.

Requirements

Required Qualifications

• Bachelor’s degree or equivalent professional experience.

• Minimum 3–5 years of experience supporting senior-level executives.

• Demonstrated experience working within nonprofit organizations in North Carolina.

• Strong understanding of nonprofit governance, compliance, and funding structures.

• Proficiency in Microsoft Office Suite, Google Workspace, and executive productivity tools.

• Exceptional written and verbal communication skills.

• Strong organizational and time management abilities.

• Ability to think critically, problem-solve quickly, and exercise sound judgment.

• Professional, client-facing demeanor.

• Willingness and ability to travel as needed.

Preferred Qualifications

• Experience supporting a CEO, Executive Director, or Founder.

• Familiarity with donor management systems and grant reporting.

• Background in marketing, communications, public relations, or brand strategy.

• Demonstrated ability to research and synthesize complex information related to grants, nonprofit governance, regulatory requirements, and funding strategy.

• Experience supporting executive storytelling, brand positioning, and organizational narrative development.

• Proficiency in graphic design and visual communication tools

• Ability to create executive-level presentations, internal briefing materials, and visually compelling communications under tight timelines.

• Experience assisting with strategic planning and mapping organizational growth pathways.

• Familiarity with nonprofit compliance, grant funding ecosystems, and governance frameworks within North Carolina.

Compensation and Benefits

• Growth Opportunities to Full Time Role

• Maternity Leave

• Flexible PTO

• Health & Wellness Benefit

• Payroll Advancement

• Bereavement Benefits

Work Environment & Physical Requirements