Executive Assistant to Executive Leadership Team

FIVE18 Family Services; Lynchburg (VA); Vor Ort; USD 26.000 - 32.000; Vollzeit

Zusammenfassung

FIVE18 Family Services is seeking an Executive Assistant to support the Executive Leadership Team in our Lynchburg, VA office. The role provides high-level administrative and operational support and acts as a key liaison between ELT, staff, board, donors, and the community.

The ideal candidate will align with our faith-based mission and core values, demonstrate excellent communication, discretion, and organizational skills, and have experience with modern productivity tools and event

Qualifikationen

• Bachelor’s degree preferred, or equivalent experience in business administration or related field.
• 3–5 years of experience supporting C-suite or leadership teams, preferably in faith-based or non-profit setting.

Aufgaben

• Manage executive calendars and the FIVE18 Master calendar for the ELT.
• Coordinate leadership meetings, prepare pre-read materials, and take action minutes.
• Organize Board of Trustees/Directors meetings and staff leadership retreats; record minutes.
• Serve as liaison between ELT, staff, board, donors and external stakeholders.
• Assist CEO with donor communications and campaign materials; coordinate tours.
• Draft executive communications with warmth and executive tone; edit as needed.
• Gather and format data from department heads for quarterly meetings and board reporting.
• Track agency KPIs and project milestones; support program impact reporting.
• Maintain confidential digital filing for executive and legal documents.
• Arrange travel for ELT to conferences and donor visits.

Kenntnisse

Calendar management

Executive communications

Discretion & integrity

Tech proficiency (G Suite / MS 365)

Travel coordination

Ausbildung

Bachelor’s degree preferred

Tools

Asana

ClickUp

Google Workspace

Microsoft 365

PowerPoint/Slides

Jobbeschreibung

Job Title: Executive Assistant to Executive Leadership Team

Department: Operations/Administration

Job Status: Active

FLSA Status: Non-Exempt

Reports To: Chief Executive Officer

Grade/Level: Admin 3

Amount of Travel Required: Less than 10%

Job Type: Full Time

Positions Supervised: None

Work Schedule: Monday - Friday 8:30 - 5:00, in office

Position Summary

The Executive Assistant provides high-level, proactive administrative and operational support to the Executive Leadership Team (ELT). As a vital partner to our leadership, this role serves as a key communication bridge between ELT and our staff, board, donors and community members.

Essential Functions - Executive & Operational Support

The ideal candidate aligns deeply with our Christian faith-based mission and embodies our three core values of Christ-centered compassion, team-driven excellence, and evidence-based impact:

• Manage executive calendars, the FIVE18 “Master” calendar, while anticipating scheduling needs, prioritizing conflicting demands, and ensuring smooth daily transitions for the ELT.
• Coordinate internal and external leadership meetings, assist with developing exhibits, compiling pre-read materials, taking actionable minutes as needed, and following up on key deliverables.
• Organize and execute logistics for Board of Trustees/Directors meetings (including accurate recording of minutes), staff and/or leadership retreats, and special events.
• Serve as a primary point of contact and liaison between executive leadership, senior directors, staff, board members, and external stakeholders.
• Assist CEO with capital campaign tactics – scheduling tours, follow up letters to donors, updating campaign materials, etc.
• Cultivate a welcoming, warm, and professional atmosphere for visitors, community leaders, and ministry partners engaging with executive leadership.
• Assist in coordinating Townhall meetings, All-staff meetings, chapel, spiritual retreats, staff care initiatives, and agency-wide devotional gatherings along with developing agendas for same.
• Draft empathetic, thoughtful executive communications (correspondence, donor thank-you notes, prayer requests, and community updates) with high cultural and relational intelligence, and/or edit the same as drafted by ELT members.
• Gather, synthesize, and format data and operational metrics from various department heads to support Quarterly Reset Meetings and board reporting.
• Assist ELT with tracking agency Key Performance Indicators (KPIs) and project milestones to measure the impact of programs and operations.
• Draft, edit, and proofread high-level documents, presentations, grant reporting summaries, and strategic proposals.
• Maintain accurate, confidential, and well-organized digital filing systems for executive files, legal contracts, property deeds and corporate records.
• Maintains Board Portal by uploading information in a timely manner, to ensure that Board members can access items that they need
• Provides back-up support for answering external telephone calls, responds to the "hello@five18" incoming emails and initiates calls on behalf of ELT as necessary. Takes accurate messages and completes connections. Greets clients, customers, visitor in a professional manner and provides general information about teams and/or the agency as necessary.
• Arranges travel for ELT members to conferences and/or visits with key donors
• Assists ELT with various projects, as needed

Qualifications & Requirements

Education & Experience

• Education: Bachelor’s degree preferred, or equivalent experience in business administration, non-profit management, or a related field.
• Experience: Strong preference for 3–5 years of experience supporting C-suite executives or leadership teams, preferably in a faith-based or non-profit setting.

Skills & Competencies

• Faith & Value Alignment: Strong personal commitment to the agency’s Christian mission, statement of faith, and core values.
• Accuracy: Ability to perform work accurately and thoroughly, while paying attention to minute details of a project or task.
• Technical Proficiency: Advanced skills in Google Workspace / Microsoft 365, executive scheduling software, project management tools (e.g., Asana, ClickUp), and presentation tools (PowerPoint, Canva, or Google Slides).
• Data & Analytical Literacy: Ability to compile metrics into clear reports, chart visual trends, and handle quantitative data with accuracy.
• Communication Skills: Exceptional written and verbal communication skills; adept at writing with warmth, clarity, and executive tone.
• Discretion & Integrity: Absolute discretion when handling sensitive organizational information, personnel details, and financial records.
• Adaptability: Outstanding organizational agility with the capability to pivot quickly, prioritize under pressure, and independently solve problems.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task
• Reliability - The trait of being dependable and trustworthy
• Tactful - Ability to show consideration for and maintain good relations with others

Physical Demands

Stand: F Walk: F Sit: C

Manually Manipulate F Reach Outward O Reach Above Shoulder O

Climb O Crawl N Squat or Kneel O

Bend O Grasp O Speak C

WORK ENVIRONMENT

Office setting

Prepared By: Jeff Nitz Date: 10/01/2026

HR Approval: Brandis Saunders Light Date: 10/01/2026

Employee Signature: EE SIGNATURE Date: DATE

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

Salary Description

$19.00 - $23.00 /hour