JOB DESCRIPTION
Job Title: Executive Administrative Assistant Reviewed: 07/2025
Department: Administration Reports To: President & CEO & COO
Status: Exempt
Mission Contribution:
Working for Goodwill of South Mississippi is more than just working for a non-profit. Beyond being part of an organization that offers free job training and education to the community, you'll find working for us has its benefits for you too! We offer a comprehensive health plan (medical, dental and prescriptions), dental and life insurance, available supplemental life, accident, illness, and disability coverage, 403(b) Retirement Savings program, paid vacation and employee discounts and competitive pay.
Function:
The Executive Administrative Assistant is responsible for assisting the Executive Staff and Administration with related duties during day-to-day operations and reports directly to the President & CEO/Chief Operating Officer. The Executive Administrative Assistant carries out responsibilities in some or all the following functional areas: general administration, Board of Directors coordinator, calendar management, data entry, executive administration, travel coordination, data analysis and presentation building, and other general administrative functions. They must have a customer service focus, positive attitude, and ability to maintain confidentiality, and willingness to learn and grow as a professional. The Executive Administrative Assistant will be expected to model the culture of Goodwill's BE Values. Be Accountable. Be Collaborative. Be Awesome!
Specific Duties:
The Executive Administrative Assistant must demonstrate the ability to be successful in these primary functional areas: Board of Directors Coordination, Executive Administration/Administrative Support, as outlined below:
1. Maintain regular contact with the Executive Leadership regarding ongoing projects with the board of directors, and committees, as assigned and assist with meeting strategic goals, objectives, and timelines.
2. Manage the work of several committees by serving as staff liaison as assigned.
3. Prepare for committee and board meetings well in advance, working closely with the executive leadership, and prepare meeting summaries and reports accurately and in a timely fashion.
4. Maintain Board administration and governance documentation under the direction of Executive Leadership. If needed, assists to execute Board development and recruitment plans.
5. Coordinate strategic planning efforts on behalf of the Board and Executive Leadership.
6. Administer Board meetings, deadlines, and upcoming special events.
7. Assist the Executive Leadership with preparation and tracking of all Board-related agenda items, motions, and actions.
8. Provide general administrative support to the CEO/COO including digital and written formats.
9. Maintain Microsoft Outlook calendars both shared and personal.
10. Answer the phones as needed.
11. Book travel and reservations for Executive Team.
12. Edit PowerPoint slides or other materials for speeches.
13. Filing/scanning/organization of all documents
14. Prepare various personnel-related reports, internal and external, necessary for compliance and/or communication of Goodwill's programs, on a regular basis and as required.
15. Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
16. Support organization culture-building events, celebrations, community events, including the planning, coordination and executing these events.
17. Lead the organization's external community volunteer program.
18. Perform other related duties as assigned.
MINIMUM QUALIFICATIONS:
• Excellent written and oral communication skills
• Strong technological and mathematical skills
• MUST have strong attention to detail and excellent time management skills.
• Interpersonal and customer service skills
• Ability to exercise good judgment and discretion in handling confidential and/or sensitive material.
• Ability to prioritize and coordinate projects and tasks efficiently; ability to regularly meet tight deadlines.
• Ability to work in an environment of frequent interruptions.
• High school diploma or equivalent (Required)
• Associate degree or higher (Preferred)
• Intermediate level skills with Word, Excel, and PowerPoint (Required)
• Advanced level skills with Word, Excel, and PowerPoint (Preferred)
• MUST have a positive attitude and willingness to learn and contribute as part of a dynamic team
• Ability to maintain harmonious and effective working relationships with other employees, supervisors, and other departments.
• Must have the ability to occasionally work outside normal business hours as necessary for special events or meetings.
Reasonable Accommodation Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. I have read and understand this job description. This description complies with company policies and procedures. The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.
I have read this job description, all requirements and CPF, reviewed them with my manager, and understand what is required of me.
Team Member (print/sign):________________/ Date:______________
Manager (print/sign):_________________/ Date:___________