Executive Assistant

Louisville Ballet; Detroit (MI); On-site; USD 40,000 - 55,000; Full time

Job summary

Pewabic Pottery seeks an Assistant to the Executive Director & Development Associate to support the Executive Director, manage calendars, and coordinate communications with staff, donors, board members, and external stakeholders. The role also collaborates with the Development team on donor relations and campaigns, serving as a key liaison for internal and external partners.

The ideal candidate has 1–3 years of nonprofit administrative experience, strong written communication, and a discreet,

Qualifications

• 1–3 years of experience in an administrative and/or executive support preferably in a nonprofit or mission-driven organization.

Responsibilities

• Manage the Executive Director's calendar with care and strategic attention, prioritizing and coordinating meetings with staff, donors, board members, and external stakeholders.
• Monitor the Executive Director's email, flagging priority items, drafting responses, and ensuring timely follow-through.
• Track action items and follow-ups for the Executive Director, ensuring timely execution and communication across stakeholders.
• Prepare the Executive Director for meetings with briefing materials, agendas, and relevant background.
• Coordinate logistics for board meetings, committee meetings, and donor engagements, including scheduling, materials, and follow-up.
• Serve as a warm, professional first point of contact for stakeholders reaching out to the Executive Director's office.
• Maintain confidentiality and exercise sound judgment in all aspects of the role.

Skills

Administrative support

Calendar management

Written communication

Discretion

Tools

Google Suite

CRM platforms

Job description

Pewabic Pottery is a 123-year-old cultural anchor on Detroit’s evolving east side, and as it welcomes a new Executive Director and embarks on an exciting new chapter, the organization is seeking an Assistant to the Executive Director & Development Associate to help power that momentum from the inside. This is a unique and high-impact role for someone who is organized, discreet, and energized by being close to the action — supporting the Executive Director in managing a busy calendar and communications landscape that spans internal staff, donors, board members, and external stakeholders. Beyond executive support, this role is a meaningful entry point into the world of nonprofit development, working alongside the Director of Development on donor relations and communications. The ideal candidate brings 1–3 years of relevant experience, strong written communication skills, a collaborative spirit, and the poise to represent Pewabic’s Executive Director with professionalism and warmth.

Essential Duties and Responsibilities:

Executive Support & Calendar Management

• Manage the Executive Director's calendar with care and strategic attention, prioritizing and coordinating meetings with staff, donors, board members, and external stakeholders

• Monitor the Executive Director's email, flagging priority items, drafting responses, and ensuring timely follow-through

• Track action items and follow-ups for the Executive Director, ensuring timely execution and communication across stakeholders

• Prepare the Executive Director for meetings with briefing materials, agendas, and relevant background

• Coordinate logistics for board meetings, committee meetings, and donor engagements, including scheduling, materials, and follow-up

• Serve as a warm, professional first point of contact for stakeholders reaching out to the Executive Director's office

• Maintain confidentiality and exercise sound judgment in all aspects of the role

Board & Stakeholder Coordination

• Serve as a warm, professional first point of contact for board members, donors, and external stakeholders reaching out to the Executive Director’s office

• Coordinate logistics for board meetings and committee meetings, including scheduling, materials preparation, distribution, and follow-up

• Liaise with board members on behalf of the Executive Director, maintaining clear and timely communication

• Support the Executive Director in managing relationships with key external partners and community stakeholders

Leadership Team & Office Support:

• Serve as a support resource for the leadership team, helping track internal projects, deadlines, and deliverables across departments

• Maintain shared calendars, project trackers, and follow-up systems that keep cross-departmental initiatives on schedule

• Help coordinate meeting logistics, agendas, and notes for leadership team meetings

• Take on special initiatives, research, and cross-departmental coordination as organizational needs evolve

• Serve as office coordinator, ordering and maintaining supplies and ensuring the office and shared spaces are well-stocked and functional; support day-to-day office operations, helping maintain an organized and welcoming work environment

Development Support:

• Assist the Director of Development with donor database management, gift entry, acknowledgment letters, and record-keeping

• Support donor research, prospect tracking, and preparation of materials for donor meetings and solicitations

• Help coordinate development events and campaigns, including logistics, communications, and follow-up

• Draft and proofread donor correspondence, proposals, and other development communications as needed

General Operations:

• Support internal communications and staff coordination on behalf of the Executive Director

• Assist with special projects, research, and reporting as assigned
  

Required Qualifications:

• 1–3 years of experience in an administrative and/or executive support preferably in a nonprofit or mission-driven organization

• Comfort with office technology and productivity tools (e.g., Google Suite, CRM platforms) and a willingness to learn new systems as needed

• Exceptional organizational skills and the ability to manage competing priorities with grace

• Strong written and verbal communication skills, including experience drafting professional correspondence

• Discretion and sound judgment in handling sensitive information and high-profile relationships