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Position Description

The Executive Assistant/Resource Development Clerk provides comprehensive clerical, information management, and communication support to the Executive Director and Resource Development Director. This position supports executive leadership in their work with participants, families, donors, volunteers, business partners, employees, and the Board of Directors.

The role requires strong organizational skills, professionalism, confidentiality, and the ability to manage multiple systems and priorities. The Executive Assistant/Resource Development Clerk ensures executive departments are accurately represented through well-maintained records, organized systems, and timely communication.

Qualifications

• Minimum one year of clerical or administrative experience preferred

• Strong interpersonal and organizational skills

• Proficiency with Microsoft Windows, Word, Excel, spreadsheets, and database systems

• Ability to learn and manage customized software programs

• Valid driver’s license and reliable transportation

Core Competencies

The successful candidate will demonstrate the ability to:

• Develop, implement, and maintain organized administrative processes

• Communicate clearly, confidently, and professionally in person, in writing, and by telephone

• Use correct grammar and professional communication standards

• Perform clerical tasks including filing, mail distribution, copying, typing, and use of office equipment

• Track, analyze, and report data in an organized and accurate manner

• Maintain effective communication with executive leadership regarding progress, needs, and outcomes

• Electronically create, capture, manage, and transmit information

• Maintain strict confidentiality

• Practice workplace safety, including first aid and emergency procedures

Essential Functions

• Provide clerical and administrative support for recurring executive and resource development activities

• Record, analyze, and report data related to projects, campaigns, and management initiatives

• Manage communications for campaigns and activities (in-person, telephone, mail, and digital correspondence)

• Create, organize, catalog, and maintain retrievable and usable data systems

• Respond to donors, volunteers, and community contacts in a timely and professional manner

• Capture and report information regarding seasonal social and fundraising activities

• Assist in the creation of promotional materials using appropriate software tools

• Prepare and process mailings and ensure proper completion

• Perform general clerical duties including word processing, filing, copying, scanning, and data entry

• Run occasional agency-related errands as requested

• Immediately report suspected abuse, neglect, exploitation, or extortion to appropriate leadership

• Represent the agency in a professional and positive manner

• Maintain an organized and orderly workspace

• Utilize agency-provided technology systems in accordance with policy

• Protect confidential and HIPAA-protected information in compliance with legal requirements

• Participate in agency-wide initiatives and events as needed

• Consent to appropriate monitoring of work-related devices and systems in accordance with agency policy

Physical Requirements

The employee must be able to:

• Lift up to 20 pounds independently and over 20 pounds with assistance

• Lift, carry, or push supplies and light equipment

• Assist individuals with mobility equipment (wheelchairs, lifts, adaptive equipment)

• Apply CPI (Crisis Prevention Institute) techniques as trained when necessary

• Provide First Aid and seek emergency medical assistance when required

• Walk briskly or run when necessary to ensure participant safety

• Work extended hours during emergencies, events, or agency needs

• Assist with personal care needs of participants while maintaining dignity and respect

• Perform light cleaning and grounds-related tasks when necessary

Emotional Requirements

The employee must be able to:

• Manage interruptions, shifting priorities, and deadlines positively

• Interact effectively with a wide range of personalities

• Respond professionally to challenging behaviors or unrealistic expectations

• Maintain composure when exposed to inappropriate language or behaviors from participants

• Respect and accept the developmental and functional limitations of participants without judgment

This position is ideal for a highly organized, dependable professional who thrives in a mission-driven environment and values supporting leadership, participants, and community relationships.