Executive Assistant to the CEO — Nonprofit & Philanthropy

Habitat for Humanity of Dane County; Madison (WI); On-site; USD 60,000 - 70,000; Full time

Job summary

Habitat for Humanity of Dane County seeks an Executive Assistant to the CEO in Madison, WI. This full-time role provides strategic, dependable administrative support to help the CEO focus on leadership, fundraising, and growth for partner families.

You will manage calendars, prep meeting materials, coordinate donor communications, and assist with philanthropy initiatives, travel, and confidential information with discretion and proactive follow-through.

Qualifications

• At least three years of relevant administrative, scheduling, office coordination experience.
• Strong organization, attention to detail, and reliable follow-through.
• Clear written and verbal communication; ability to draft routine correspondence and take accurate meeting notes.
• Professional, welcoming interactions with staff, donors, and community partners.
• Confidentiality, good judgment, and initiative in prioritizing tasks.
• Working proficiency with Microsoft 365 and willingness to learn donor databases and AI tools.

Responsibilities

• Manage the CEO's calendar using approved priorities and resolve scheduling conflicts.
• Review and route calls, emails, and requests; draft routine responses within authority.
• Hold a brief weekly planning meeting with the CEO to review commitments and deadlines.
• Maintain a shared system for commitments, deadlines, and follow-up; request updates from staff.
• Enter donor interactions and meeting notes in the donor database, maintaining confidentiality.
• Track donor follow-up and coordinate with philanthropy staff to complete it on time.
• Prepare schedule previews and concise meeting materials with purpose, attendees, and background.
• Draft and organize agendas, correspondence, and presentations with input from the CEO and staff.
• Attend meetings as requested; capture key points, owners, and deadlines with a clear summary.
• Coordinate travel, itineraries, registrations, meeting logistics, and expense reports.

Skills

Calendar mgmt

Communication

Organizational skills

Multitasking

Professional demeanor

Tools

Microsoft 365

Job description

Habitat for Humanity of Dane County seeks an Executive Assistant to the CEO in Madison, WI. This full-time role provides strategic, dependable administrative support to help the CEO focus on leadership, fundraising, and growth for partner families.

You will manage calendars, prep meeting materials, coordinate donor communications, and assist with philanthropy initiatives, travel, and confidential information with discretion and proactive follow-through.