Executive Assistant

Ultimate Staffing; Cartersville (GA); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Temp to hire

Fully onsite in Cartersville, GA

Job summary

Ultimate Staffing is seeking a highly organized Executive Assistant to the Executive Director. This role partners with executive leadership and the Board of Directors to keep the office running smoothly in a fast-paced nonprofit environment.

You will manage calendars, prepare board materials, coordinate meetings and travel, and protect confidential information while using advanced Microsoft Office tools. A proactive, collaborative approach and strong communication are essential.

Qualifications

• Minimum of 3 years of executive administrative support experience.
• Experience preparing board minutes and supporting governance activities.
• Exceptional written and verbal communication skills.
• Strong organizational, planning, and project coordination abilities.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage multiple priorities with professionalism and discretion.
• Ability to obtain Notary Public certification within 90 days of hire.

Responsibilities

• Serve as the primary administrative partner to the Executive Director and support Board of Directors meetings.
• Manage a complex calendar, prioritize meetings and commitments.
• Coordinate board and committee meetings, retreats, and strategic planning sessions; prepare agendas and materials.
• Record, transcribe, and maintain board minutes and official documentation.
• Assist with special projects and board-related initiatives as assigned.

Skills

Executive support

Calendar management

Board governance

Communication skills

MS Office

Discretion

Tools

Notary Public (Not required as tool)

Job description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to the Executive Director to serve as a trusted partner to executive leadership and the Board of Directors. This role is ideal for a polished professional who excels in a fast-paced environment, anticipates needs, manages competing priorities, and supports key organizational initiatives.

The Executive Assistant will provide comprehensive executive, administrative, and project coordination support while serving as a central point of communication between leadership, staff, board members, and external stakeholders. This individual will play a critical role in ensuring the Executive Director's office operates efficiently and effectively while contributing to the success of strategic organizational goals.

The successful candidate combines exceptional communication skills, strong business acumen, advanced technology capabilities, and a passion for supporting a mission-driven organization.

• Temp to hire opportunity
• Pay ranges $23-$25
• Fully onsite in Cartersville, GA

Key Responsibilities

Executive & Board Support

• Serve as the primary administrative partner to the Executive Director.
• Manage a complex and dynamic calendar, prioritizing meetings, appointments, and organizational commitments.
• Coordinate and support Board of Directors meetings, committee meetings, retreats, and strategic planning sessions.
• Prepare agendas, presentations, meeting materials, and board packets.
• Record, transcribe, and maintain accurate board minutes and official documentation.
• Assist with special projects and board-related initiatives as assigned by the Executive Director.

Project & Strategic Coordination

• Support organizational and executive projects from planning through completion.
• Track project milestones, deadlines, action items, and deliverables.
• Gather data and prepare reports, summaries, and presentations for leadership decision-making.
• Collaborate with managers, department leaders, and external partners to ensure timely completion of initiatives.
• Monitor progress on key organizational priorities and provide status updates.

Communication & Operations

• Draft, proofread, and manage executive correspondence and communications.
• Facilitate communication between executive leadership, board members, staff, and stakeholders.
• Coordinate logistics for meetings, conferences, and special events.
• Arrange and manage detailed domestic and business travel itineraries, accommodations, and related logistics.
• Maintain confidentiality when handling sensitive organizational and personnel information.

Technology & Information Management

• Utilize advanced Microsoft Office applications to create professional reports, presentations, and communications.
• Manage and update internal websites, shared platforms, and communication tools.
• Support digital document management and workflow processes.
• Leverage technology solutions to improve administrative efficiency and collaboration across the organization.

Qualifications

Required

• Minimum of 3 years of executive administrative support experience, preferably supporting C-suite or senior executive leadership.
• Demonstrated experience preparing board minutes and supporting board governance activities.
• Exceptional written and verbal communication skills.
• Strong organizational, planning, and project coordination abilities.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to manage multiple priorities with professionalism, discretion, and attention to detail.
• Ability to obtain Notary Public certification within 90 days of hire.

Preferred

• Experience working within a nonprofit, association, or mission-driven organization.
• Project Management certification or formal project management training.
• Experience supporting executive leadership and governing boards.
• Familiarity with collaboration platforms, website content management systems, and digital communication tools.

What We're Looking For

The ideal candidate is:

• A strategic thinker who anticipates needs and solves problems before they arise.
• A confident communicator with exceptional interpersonal skills.
• Highly organized and capable of managing competing priorities with grace and efficiency.
• Comfortable working with executive leadership and board members.
• Tech-savvy and eager to leverage innovative tools to improve business processes.
• Passionate about supporting an organization that makes a meaningful impact.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.