Executive Assistant to the President

Position Summary

Under the supervision of the Chief Executive Officer (CEO), the Executive Assistant is responsible for providing complex administrative support to the Executive Team and general coordination of office operations. This role supports the CEO directly and secondarily assists the VP of Administrative Operations, Program Operations Director, Director of Youth & Family Programs, Director of Finance, and Development Director.

This position plays a key role in internal and external communications, board relations, office management, and organizational efficiency. Duties include maintaining files, preparing correspondence and reports, calendar management, meeting coordination, and supporting fundraising and outreach activities.

Essential Duties and Responsibilities

Executive Support

• Send Resume to My Email with Job Interest and Resume Please
• Maintain CEO’s calendar and schedule meetings
• Maintain files and confidential records for the CEO
• Prepare meeting agendas and board packets
• Compose, edit, and distribute correspondence and reports
• Coordinate internal and external meetings, take minutes
• Order business cards, print program materials and staff booklets
• Manage insurance renewal reminders and contract-related documents
• Prepare financial request documents and submit receipts to Finance
• Retrieve and distribute mail; log checks/money orders

Office Management & Administration

• Organize office communications and inter-office updates
• Answer phones, transfer calls, and direct communications
• Manage internal documentation systems and file archives
• Order general office supplies, brochures, letterhead, etc.
• Set up office resources and access for new hires (email, extensions, timekeeping)
• Coordinate conference room scheduling and support remote site event logistics

Communications & Social Media

• Assist with social media outreach and content creation
• Design and distribute internal/external newsletters and announcements
• Create flyers, graphics, and presentations for programs or events
• Maintain contact lists and communication schedules

AI & Digital Innovation

Candidates must be comfortable utilizing Artificial Intelligence tools to improve productivity and marketing efforts.

Preferred experience includes

• ChatGPT
• Microsoft Copilot
• Google Gemini
• Claude AI
• AI content creation
• AI research
• AI marketing tools
• AI productivity software

Website & Communications

Maintain and update organizational websites by

• Posting news
• Updating program information
• Publishing success stories
• Managing event pages
• Supporting CEO efforts
• Coordinating online communications

Graphic Design & Content Creation

Create professional marketing materials including

• Flyers
• Brochures
• Newsletters
• Annual reports
• Event graphics
• Sponsorship packets
• Presentation materials
• Social media graphics

Preferred software

• Canva Pro
• Adobe Creative Suite
• Microsoft Publisher
• Photoshop (Preferred)

Fund Development & Grants

• Assist with grant research and writing small program-related grants
• Support Development Director with fundraising activities, publications, and donor communication
• Assist in executing AAYHF's mission and vision through development efforts

Event & Program Support

• Assist with planning and managing events (including fundraising and remote events)
• Co-facilitate meetings and youth evening programs (volunteer coordination)
• Provide on-site assistance at AAYRC or satellite locations as needed

Knowledge, Skills & Abilities

• Strong administrative and office management capabilities
• Excellent organizational and time-management skills
• Effective verbal and written communication skills; public speaking ability
• Proficient in Microsoft Office Suite, Google Workspace, and database systems
• Graphic design and social media posting skills preferred
• Ability to multitask, manage priorities, and work independently
• Relationship-building skills; ability to collaborate across teams and with partners
• Accuracy, professionalism, and attention to detail in all aspects of work
• Problem-solving and critical-thinking skills

Minimum Qualifications

• Bachelor’s degree (or equivalent education and experience)
• 2–3 years of experience in administrative/executive support roles
• Experience in event planning, business operations, and office coordination
• Proficiency in professional writing and ability to take meeting minutes
• Knowledge and usage of AI tools (e.g., ChatGPT) is a plus
• Must pass a background check
• Bilingual (Spanish/English) preferred

Professional Expectations

• Maintain professionalism in dress, demeanor, and communication
• Provide references that demonstrate executive-level experience
• Assist with hiring processes and staff interviews when required
• Represent AAYHF values and uphold its mission in all interactions

Pay: $60,000.00 - $65,000.00 per year

Work Location: In person