Job Description

Job Summary: 

The Executive Assistant (EA) serves as a key strategic partner to the CEO, providing high-level administrative support across day-to-day operations, development activities, and special events. This role requires exceptional attention-to-detail, discretion, adaptability, and emotional intelligence, as the EA will navigate a dynamic environment and interact with a wide range of stakeholders on behalf of the CEO.

The EA will be deeply involved in managing the CEO’s schedule, anticipating needs, coordinating travel, drafting correspondence, and providing logistical support as needed. Strong organizational and communication skills are essential, along with the ability to multitask and proactively manage priorities. The ideal candidate is a trusted collaborator who provides the logistical and organizational support to help the CEO stay focused, prepared, and effective in advancing the organization’s mission.

 

Top Five Responsibilities : 

1. Calendar & Schedule Management
2. Communication & Correspondence Support
3. Operational & Logistical Coordination
4. Event & Development Support
5. Confidential & Personal Support

About esp:

Founded in 1986 in Watkinsville, Georgia, esp exists to create transformative experiences for people with disabilities and their families and change communities for the better. esp now operates four locations across the state of Georgia to provide year-round programming, summer camp, and family support to nearly 1,000 families. To learn more, visit espyouandme.org  

 

Our Values:

• Infused with Joyful Hospitality
• Innovating Possibilities
• Activating the Abilities of All
• Fascinated with Fun
• Compassion, Freely Given
• Connecting the Unconnected
• Persevering, Together

Roles & Responsibilities: 

• Calendar & Schedule Management
  • Strategically manage the CEO’s calendar to maximize efficiency and alignment with organizational priorities. This includes scheduling meetings, calls, travel, and events; anticipating conflicts; and proactively adjusting plans as priorities shift. 
  • Serve as the gatekeeper and protector of the CEO’s time, ensuring focus is maintained on what matters most.
• Communication & Correspondence Support
  • Draft, review, and send emails and communications on behalf of the CEO.
  • Maintain professionalism and clarity in all messaging. 
  • Act as a liaison between the CEO and internal/external stakeholders.
  • Maintain inbox organization, prioritize responses and action items, and ensure timely follow-up.
  • Demonstrate strong judgment in tone, messaging, and confidentiality.
• Operational & Logistical Coordination
  • Support the CEO’s day-to-day operations, including coordinating travel arrangements, preparing materials for meetings, managing expense reports, taking meeting minutes and follow-up to-dos and handling tasks that enable the CEO to work more efficiently.
  • Travel with the CEO to out of town meetings when necessary
  • Ensure all logistics are handled smoothly so the CEO is equipped, on time, and focused.
• Event & Development Support
  • Assist with planning and execution of special events, board meetings, fundraising engagements, and development activities. This includes coordination, follow-up, and on-site support when needed.
  • Record donor contact and relevant meeting notes in Salesforce to keep profiles up to date
  • Coordinate and execute donor acknowledgement and stewardship including, but not limited to, thank you notes, video messages, physical gifting, ensuring the CEO is maintaining routine contact with her portfolio.
  • Ensure all engagements reflect a high level of professionalism and hospitality.
• Confidential & Personal Support
  • Provide thoughtful and confidential support across both business and personal responsibilities, maintaining the highest standards of trust and professionalism. Responsibilities may include coordinating personal appointments and supporting work-life logistics. Maintain the highest level of confidentiality and professionalism at all times.

Job Expectations:

• Strong attention to detail
• Attendance at required internal meetings
• Presence at mission-focused events and programs at the discretion of the CEO
• Presence at community events may happen during early morning or evening hours.
• Team-first attitude and spirit, always looking for opportunities to collaborate.

Qualifications: 

• Experience serving as direct support (executive assistant or similar) for a C-Suite leader required. 
• Exceptional project management skills, with the ability to manage multiple priorities and meet deadlines.
• Experience with Salesforce a plus
• Excellent communication and interpersonal skills, with the ability to build relationships with donors, volunteers, and internal stakeholders.

Job Details:

• Compensation : $55,000 - $65,000 base salary 
• FLSA Status : Exempt, Salaried, Full-Time
• Benefits : Medical, Dental, Vision, Supplemental, 401k matching after one-year, generous PTO policy
• Supervisor : Chief Executive Officer
• Location : Athens, Georgia Area Preferred
• Job Type : Hybrid (in-person + occasional work from home)

esp provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

esp is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. As part of this commitment, esp will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact esp’s People Team at hr@espyouandme.org.

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