EXECUTIVE ASSISTANT

Hope Haven Inc.; Charlotte (NC); On-site; USD 65,000 - 90,000; Full time

Job summary

Hope Haven Inc. in Charlotte, NC seeks an Executive Assistant to provide high-level administrative support to the CEO and assist the VP team. You will manage calendars, draft communications, prepare materials, and coordinate board meeting logistics, agendas, and minutes.

You will also arrange travel for the CEO and VP team, reconcile expenses, and help streamline office operations while maintaining confidentiality and professional judgment in interactions with leadership, the Board, and partners.

Qualifications

• Associate's degree or higher required; Bachelor's preferred.
• Experience supporting executive leadership or a Board of Directors.
• Proficiency with calendar, email, and document preparation tools.

Responsibilities

• Provide direct administrative support to the CEO, including calendar management, correspondence, and scheduling.
• Coordinate internal and external meetings, including agendas and follow-up items.
• Prepare board materials, minutes, and maintain governance records.
• Coordinate travel arrangements and related itineraries for the CEO and VP team.
• Process travel expenses and support organizational communications and filings.

Skills

Administrative support

Calendar management

Communication

Discretion

Time management

Travel coordination

Education

Associate's degree

Bachelor's degree in Business Admin

Tools

Google Workspace

Microsoft Office

Virtual meeting platforms

Job description

Job SummaryThe Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and is available to the Vice President (VP) team for a variety of administrative tasks. This position serves as the primary liaison to Hope Haven's Board of Directors, developing and maintaining board materials, communications, and meeting minutes. The Executive Assistant also coordinates travel arrangements for the CEO and VP team related to conferences, trainings, and other business travel. This position requires a high degree of professionalism, discretion, and organizational skill, and plays a key role in supporting effective communication and coordination across executive leadership, the Board of Directors, and the organization.Essential FunctionsExecutive Support to the CEOProvide direct administrative support to the CEO, including calendar management, correspondence, and scheduling.Prepare, proofread, and edit reports, presentations, and other materials on behalf of the CEO.Screen and prioritize incoming communications and requests for the CEO's attention.Coordinate internal and external meetings, including preparation of agendas and follow-up items.Manage confidential and sensitive information with discretion.Support to the VP TeamProvide administrative support to the Vice President team as needed, including scheduling and correspondence.Assist with the preparation of reports, presentations, and other materials for VP-level initiatives.Coordinate logistics for VP team meetings and organizational initiatives.Serve as a point of contact for administrative needs across executive leadership.Board Liaison & Governance SupportServe as the primary liaison between executive leadership and Hope Haven's Board of Directors.Develop, compile, and distribute board meeting materials, agendas, and packets.Attend board and committee meetings and prepare accurate, timely meeting minutes.Maintain official board records, including bylaws, policies, and meeting documentation.Coordinate scheduling and communication for board and committee meetings.Support onboarding of new board members and coordination of board-related events.Travel & Meeting CoordinationCoordinate travel arrangements for the CEO and VP team, including transportation, lodging, and registration for conferences and trainings.Prepare detailed travel itineraries and ensure timely communication of travel plans.Process travel-related expense reports and reconcile receipts in accordance with organizational policy.Coordinate logistics for organizational conferences, trainings, and off-site meetings as needed.Communication & Administrative OperationsDraft, edit, and distribute internal and external communications on behalf of executive leadership.Maintain organized filing systems for executive and board-related documentation.Support special projects and organizational initiatives as assigned by the CEO or VP team.Order office supplies and coordinate general administrative needs for the executive office.Additional ResponsibilitiesParticipate in organizational planning and operational initiatives.Attend required meetings, trainings, and leadership activities.Support implementation of new administrative systems, tools, and processes.Perform other duties within the scope of the position as assigned.Qualification RequirementsThe Executive Assistant must possess strong administrative, organizational, and communication skills, along with the discretion and professionalism necessary to support executive leadership and the Board of Directors. This position requires the ability to manage multiple priorities, exercise sound judgment, and maintain confidentiality regarding sensitive organizational information.Minimum QualificationsAssociate's degree required; Bachelor's degree in Business Administration, Communications, or a related field preferred.Minimum three (3) years of experience providing administrative support to executive leadership, senior management, or a Board of Directors.Experience preparing board materials, agendas, and meeting minutes preferred.Proficiency in Microsoft Office and/or Google Workspace, calendar management tools, and virtual meeting platforms.Experience coordinating travel arrangements and logistics for executive-level staff preferred.Strong written and verbal communication skills, including professional correspondence and proofreading.Excellent organizational skills with the ability to manage multiple priorities and deadlines.High level of discretion, confidentiality, and professional judgment.Experience working in a nonprofit or human services organization preferred.Valid driver's license and ability to meet Hope Haven's insurability requirements.Pre-Employment RequirementsAll offers of employment are contingent upon successful completion of Hope Haven's pre-employment screening requirements, which may include background verification and other screening requirements applicable to the position and consistent with applicable law.This position may require operating a Hope Haven vehicle on an occasional or as-needed basis. When assigned driving duties, the employee must maintain a valid driver's license and be insurable under Hope Haven's automobile insurance policy.Knowledge, Skills & AbilitiesExecutive-level administrative supportBoard and governance supportMeeting minutes and documentationTravel coordination and logisticsCalendar and scheduling managementMeeting and event planningProfessional written and verbal communicationDiscretion and confidentialityOrganizational and time management skillsTechnology proficiency, including office productivity and virtual meeting softwareProblem-solving and sound judgmentCustomer service orientationProject coordination and follow-throughAttention to detail and accuracySupervisory ResponsibilitiesThis position does not have supervisory responsibilities.Physical DemandsKeyboardingWalkingSittingLiftingWork EnvironmentWork is performed primarily in an office and administrative environment. Regular interaction with executive leadership, the Board of Directors, VP team members, employees, vendors, and community partners is expected. Extensive computer use, electronic documentation, and communication activities are required. Occasional travel may be required to support conferences, trainings, and board or organizational events.DisclaimerThis job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change based on organizational needs.Equal Employment Opportunity StatementHope Haven is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to legally protected status. Employment decisions are based on qualifications, merit, and business needs.