Executive Assistant

Urban-Minority-Alcoholism-; Cincinnati (OH); On-site; USD 48,000 - 52,000; Full time

Job summary

UMADAOP in Cincinnati, OH is seeking an Executive Assistant to provide administrative, operational, and grant-development support. You will work closely with the CEO and leadership to coordinate activities, maintain records, and support grant writing and reporting.

The role requires a highly organized, detail-oriented individual with strong written and verbal communication skills, capable of managing multiple priorities in a nonprofit environment. Experience with grants is preferred.

Qualifications

• 2–4 years of experience in administrative, nonprofit, operations, grants, or related work.
• Demonstrated experience with grant writing, grant research, grant applications, or grant reporting.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

Responsibilities

• Provide administrative support to the CEO and leadership team.
• Maintain calendars, meetings, appointments, and organizational schedules.
• Prepare correspondence, reports, presentations, meeting agendas, and other documents.
• Coordinate internal and external meetings, including preparing materials and documenting action items.
• Maintain organized electronic and paper files and records.
• Draft and proofread correspondence, policies, reports, and other organizational documents.
• Assist with preparation of Board of Directors materials and meeting documentation.
• Maintain confidentiality of sensitive organizational, employee, client, financial, and grant-related information.
• Assist with grant writing, research, and reporting.

Skills

Communication skills

Time management

Organization

Confidentiality

Independent work

Teamwork

Problem solving

Education

High School Diploma

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Full Time Cincinnati, OH, US

2 days ago Requisition ID: 1007

Salary Range: $48,000.00 To $52,000.00 Annually

The Executive Assistant – Grant Support provides administrative, operational, and grant-development support to ensure the efficient day-to-day functioning of UMADAOP. This position works closely with the CEO and leadership team to coordinate administrative activities, maintain organizational records, support grant writing and reporting, monitor deadlines, and assist with organizational projects.

The ideal candidate is highly organized, detail-oriented, an excellent written and verbal communicator, and able to manage multiple priorities in a fast-paced nonprofit environment. The successful candidate will have experience with nonprofit administration and grant writing, grant research, grant applications, and/or grant reporting.

ESSENTIAL RESPONSIBILITIES

1. Administrative & Executive Support

• Provide administrative support to the CEO and leadership team.
• Maintain calendars, meetings, appointments, and organizational schedules.
• Prepare correspondence, reports, presentations, meeting agendas, and other documents.
• Coordinate internal and external meetings, including preparing materials and documenting action items.
• Maintain organized electronic and paper files and records.
• Draft and proofread correspondence, policies, reports, and other organizational documents.
• Assist with preparation of Board of Directors materials and meeting documentation.
• Maintain confidentiality of sensitive organizational, employee, client, financial, and grant-related information.

2. Operations Support

• Assist with the coordination and implementation of organizational procedures and administrative systems.
• Track deadlines, assignments, contracts, renewals, licenses, and other operational requirements.
• Maintain organizational calendars and project-tracking systems.
• Assist leadership with special projects and organizational initiatives.
• Coordinate communications among departments, staff, vendors, partners, and community stakeholders.
• Assist with purchasing, vendor coordination, supplies, facilities, and general office operations.
• Identify administrative or operational issues and bring them to the attention of leadership.
• Research local, state, federal, corporate, and foundation grant opportunities aligned with UMADAOP's mission and programs.
• Maintain a grant opportunity and submission calendar.
• Assist in preparing letters of inquiry, grant proposals, applications, budgets, narratives, and supporting documentation.
• Draft and edit grant narratives using information provided by program and administrative staff.
• Assist with gathering program statistics, outcomes, financial information, and supporting documentation required for grant applications.
• Maintain organized electronic files for grant applications, awards, contracts, and reporting requirements.
• Track grant submission deadlines and required follow-up activities.
• Assist with preparation of interim and final grant reports.
• Monitor grant deliverables and reporting deadlines and communicate upcoming requirements to appropriate staff.
• Assist with researching potential corporate sponsors, foundations, and other funding sources.
• Support the CEO and leadership team with donor and fund-development activities as assigned.

4. Data, Documentation & Compliance Support

• Maintain accurate records and documentation related to grants, contracts, programs, and organizational operations.
• Assist with collecting and organizing program performance data and outcome measures.
• Assist departments in meeting documentation and reporting requirements.
• Maintain tracking spreadsheets and databases.
• Assist with internal audits, monitoring visits, grant reviews, and compliance activities.
• Ensure documents are properly organized and readily accessible for leadership and authorized reviewers.

REQUIRED QUALIFICATIONS

• High-School Diploma
• 2–4 years of experience in administrative, nonprofit, operations, grants, or related work.
• Demonstrated experience with grant writing, grant research, grant applications, or grant reporting.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to meet deadlines.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to maintain confidential information.
• Ability to work independently while also functioning effectively as part of a team.
• Strong problem-solving and follow-through skills.

PREFERRED QUALIFICATIONS

• Experience working for a nonprofit or behavioral health/community-based organization.
• Experience with government grants, including federal, state, county, or city funding.
• Experience with Ohio behavioral health, substance use disorder, prevention, treatment, or social-service programs.
• Experience preparing grant budgets and budget narratives.
• Experience with grant-management databases or electronic grant-management systems.
• Knowledge of nonprofit fundraising and development.
• Experience working with diverse communities and community-based organizations.

KEY COMPETENCIES

The successful candidate should demonstrate:

• Organization: Able to manage multiple projects, deadlines, and priorities.
• Attention to Detail: Able to identify errors and ensure accuracy of documents and data.
• Initiative: Anticipates needs and takes action without constant direction.
• Confidentiality: Exercises sound judgment when handling sensitive information.
• Communication: Communicates effectively with staff, leadership, funders, partners, and community stakeholders.
• Teamwork: Works collaboratively across departments.
• Accountability: Takes ownership of assignments and follows projects through to completion.
• Adaptability: Comfortable working in a changing nonprofit environment and managing competing priorities.

WORK ENVIRONMENT

This position primarily operates in a professional office environment and may require occasional evening or weekend work for organizational events, meetings, fundraising activities, or community activities.

The position may require occasional travel within the Cincinnati/Hamilton County area.

PHYSICAL REQUIREMENTS

The position requires the ability to sit and work at