Executive Assistant to Executive Leadership Team

FIVE18 Family Services Operations Inc.; Lynchburg (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

FIVE18 Family Services Operations Inc. is seeking an Executive Assistant to support the Executive Leadership Team in our in-office setting in Lynchburg, VA. You will manage calendars, coordinate meetings, prepare materials, and handle confidential communications with diplomacy and tact.

You will partner with ELT, staff, board members, and donors, coordinating events, travel, and board activities while upholding our faith-based mission and core values.

Qualifications

• Education: Bachelor’s degree preferred, or equivalent in business administration/non-profit work.
• Experience: 3–5 years supporting C-suite or leadership teams, preferably faith-based.

Responsibilities

• Manage executive calendars and the FIVE18 Master calendar, prioritizing conflicts.
• Coordinate leadership meetings, prepare materials, take minutes, and track deliverables.
• Organize Board of Trustees/Directors meetings and staff retreats with timely minutes.
• Serve as liaison between ELT, staff, board, donors, and external stakeholders.
• Assist CEO with donor communications and capital campaign activities.
• Draft executive communications with warmth and discretion.
• Maintain confidential digital filing systems and Board Portal access.
• Arrange travel for ELT and support travel logistics for conferences.

Skills

Calendar management

Executive support

Communication

Discretion

Adaptability

Organizational skills

Reliability

Tactful

Education

Bachelor’s degree preferred, or equivalent experience

Tools

Google Workspace

Microsoft 365

Asana

ClickUp

PowerPoint

Canva

Job description

Description

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.

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:

Essential Functions - Executive & Operational Support

• 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:

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) - Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) - Position requires this activity more than 66% of the time (5.5+ hrs/day)

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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.