Job Description
Job Summary Nourishing Hearts is a nonprofit organization dedicated to improving the lives of current and former foster youth as well as providing support to foster families, and we are seeking a proactive and highly organized Executive Assistant to join our dynamic team. In this vital role, you will provide comprehensive administrative support to senior leadership, ensuring smooth daily operations and effective communication across departments. Your energetic approach and attention to detail will help drive efficiency, manage schedules, and facilitate seamless office management. This position offers an exciting opportunity for a motivated professional with strong multitasking skills and a passion for supporting executive functions in a fast-paced environment. Nourishing Hearts believes that everyone deserves a second chance, and therefore having a criminal background will not be an automatic disqualifier. However, due to the sensitive nature of our work and the youth that we serve, we require a successful background check, and we will not be able to hire or work with individuals with certain criminal backgrounds. Duties Manage complex calendars, schedule meetings, and coordinate appointments for executives, ensuring optimal time management and prioritization. Handle incoming calls using multi-line phone systems with professionalism, practicing excellent phone etiquette and providing exceptional customer support. Prepare, proofread, and distribute correspondence, reports, presentations, and other documents with accuracy and attention to detail. Organize and maintain filing systems—both electronic and physical—to ensure quick retrieval of information. Assist with office management tasks including supply ordering, equipment maintenance, and overseeing front desk operations. Support bookkeeping activities for basic financial record-keeping and data entry tasks. Facilitate communication between departments by coordinating internal meetings, preparing agendas, taking minutes, and following up on action items. Provide bilingual support when needed to assist diverse clients or team members effectively. Perform clerical duties such as data entry, proofreading documents, managing calendars, and maintaining accurate records for medical or dental reception settings if applicable. Experience Proven experience as an executive assistant or in an administrative support role within an office environment. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools. Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced setting. Excellent written and verbal communication skills coupled with professional phone etiquette. Experience handling multi-line phone systems and front desk responsibilities in busy office or medical/dental reception settings is preferred. Familiarity with bookkeeping software is advantageous. Bilingual abilities are highly valued to support diverse client interactions. Prior experience in customer service or personal assistant roles enhances your ability to anticipate needs and deliver exceptional support. Join us as an Executive Assistant to empower our leadership team while advancing your career in a vibrant environment that values initiative, precision, and energetic support! Pay: $20.00 per hour Benefits Flexible schedule People with a criminal record are encouraged to apply Work Location: In person