Executive Assistant

Summary of Position

The Executive Assistant is a critical, high-trust role that ensures the Great Outdoors Foundation operates with excellence, professionalism, and alignment. This position blends executive-level support, board coordination, operational oversight and administrative management. This individual serves as a strategic partner to the CEO and leadership team while also keeping the organization’s internal systems, communications, and logistics running smoothly. The ideal candidate is highly organized, proactive, detail-oriented, innovative, and thrives in a fast-paced, mission-driven nonprofit environment.

• Manage the CEO and VP of Strategic Partnerships’ calendar with accuracy, foresight, and strategic alignment.
• Coordinate scheduling for leadership staff as needed.
• Arrange travel, meetings, and logistics.
• Anticipate needs and ensure leadership is prepared with briefings and materials.
• Draft and manage some professional correspondence on behalf of the CEO.
• Track special projects and ensure follow-through on priorities and deadlines.
• Join meetings as needed to take notes and manage action items.

• Coordinate logistics for board and committee meetings for key staff.
• Prepare and distribute board packets including agendas, supporting materials, and minutes.
• Maintain board calendars and track governance deadlines.
• Ensure discretion and professionalism in all board interactions.

• Oversee daily office management: mail, supply ordering, workspace organization, and reception as needed.
• Maintain organized digital and physical filing systems.
• Manage expense reports, reimbursements, and documentation for leadership staff.
• Support accounts receivable processes including donation processing, revenue coding, invoicing, and audit preparation support.
• Maintain shared inboxes, calendars, and administrative systems.
• Conduct quarterly audits of Asana projects to ensure alignment with goals.

• Support implementation of organizational culture initiatives and reinforce team values.
• Assist with planning staff engagement activities, celebrations, and recognition.
• Support consistent internal communication across teams.
• Coordinate onboarding processes to ensure new hires have a smooth and organized start.

• Assist with basic HR tasks such as onboarding paperwork, file organization, and maintaining up-to-date personnel documents.
• Coordinate trainings, certifications, and assist with policy updates.
• Provide administrative support during hiring processes (posting roles, scheduling interviews, etc.).

• Support cross-functional initiatives that strengthen internal systems and staff experience.
• Track timelines and coordinate planning sessions for operational improvements.
• Assist leadership with special projects across operations, development, and organizational growth.

• 4+ years of experience supporting senior leadership or nonprofit operations.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High degree of discretion and integrity with confidential information.
• Ability to anticipate needs and proactively solve problems.
• Comfortable managing multiple priorities in a dynamic environment.
• Proficiency in Microsoft Office and/or Google Workspace.
• Experience with CRM systems (Bloomerang preferred), Asana, and financial tracking systems.
• Commitment to the mission and values of the Great Outdoors Foundation.

• High school diploma required; associate’s or bachelor’s degree preferred (business administration, communications, human services, or related field).
• Strong organizational, scheduling, and time-management skills.
• Proficiency with Microsoft Office Suite; experience with CRMs (Bloomerang preferred), Asana, and financial systems.
• Excellent written and verbal communication skills.
• Detail-oriented, proactive, and adaptable to changing priorities.

The Great Outdoors Foundation offers a comprehensive benefits package, including health insurance, dental, vision, HAS, FSA, LTD, STD, Life, retirement contributions, and flexible working hours with paid time off and standard holidays.

The physical and mental demands of this position are representative of those that must be met by the employee to successfully perform the essential job results. Reasonable accommodation may be made to enable individuals with disabilities to achieve the essential job results.