Executive Assistant to the President and CEO

Job Summary/Company:
Sparks Group has partnered with a housing advocacy organization and together we are searching for an Executive Assistant.  The Executive Assistant provides high-level administrative, logistical, and operational support to the President & CEO, ensuring optimal use of time and effectiveness. This role also supports the Executive Vice President and ensures the smooth functioning of the Executive Office. The ideal candidate is proactive, discreet, highly organized, and thrives in a fast-paced, mission-driven environment.

Responsibilities:
Executive Support

• Manage complex calendars for the President & CEO and Executive Vice President, including scheduling meetings, travel, events, and focused work time.
• Serve as primary point of contact for internal and external stakeholders; screen, prioritize, and route communications.
• Draft and manage correspondence, briefing materials, and documents on behalf of executive leadership.
• Track materials requiring review, approval, or signature and ensure timely follow-up.
• Anticipate needs, troubleshoot challenges, and proactively resolve issues to support executive effectiveness.
• Facilitate executive meetings and ensure follow-up on action items.
• Support executive leadership retreats, staff convenings, and special projects as assigned.
• Attend briefings and, when appropriate, represent executive leadership at events or meetings.

Board Support

• Coordinate and schedule monthly Executive and Finance Committee meetings and quarterly Board meetings.
• Provide logistical and technical support for Board meetings.
• Take accurate minutes for Board and committee meetings.
• Coordinate contracts for meeting-related services (e.g., venues, AV, interpretation, catering, transportation).
• Maintain Board records, archives, resolutions, and official documentation.

Travel, Timekeeping & Expenses

• Coordinate executive travel, including airfare, lodging, and ground transportation.
• Monitor travel disruptions and adjust itineraries as needed.
• Track executive time and complete weekly timesheets.
• Prepare, reconcile, and submit monthly expense reports.

Qualifications/Background Profile:

• Bachelor’s degree preferred (nonprofit management, political science, pre-law, or social sciences a plus).
• 6–10 years of experience supporting senior or executive-level leadership.
• Experience with budget tracking, travel coordination, expense reporting, and purchasing processes.
• Strong ability to manage complex calendars and shifting priorities.
• Exceptional organizational, project management, and problem-solving skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, SharePoint).
• Familiarity with CRM systems (e.g., Salesforce) and project management tools (e.g., Asana, Monday.com).
• Excellent written, verbal, and interpersonal communication skills.
• High degree of professionalism, discretion, integrity, and sound judgment.
• Ability to work independently while collaborating effectively across teams.
• Adaptable, detail-oriented, and comfortable operating in a fast-paced environment.
• Demonstrated commitment to equity, inclusion, and mission-driven work is strongly preferred.

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This job is In-Person.

Pay Range: Hourly $36.00 to $38.00

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play.

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.