Executive Assistant H.O.P.E. Campus

11401 Lorain Ave, Cleveland, OH 44111, USA

Job Description

Posted Monday, May 19, 2025 at 4 : 00 AM

Job Summary

The Executive Assistant at the H.O.P.E. Campus provides high-level administrative support to the Executive Director, ensuring the smooth execution of daily operations and strategic initiatives. This role is essential to foster organizational efficiency by managing schedules, coordinating meetings, preparing reports, and managing sensitive communications. Acting as a key liaison, the Executive Assistant connects the Executive Director with internal and external stakeholders, including the H.O.P.E. Campus leadership team, community partners, donors, and board members.

This role requires exceptional organizational skills, discretion, and the ability to prioritize and manage multiple tasks in a dynamic, demanding environment. The ideal candidate is proactive, meticulous, and thrives in a mission-driven setting focused on child welfare, community collaboration, and trauma-informed programming. Success in this role demands excellent communication, problem-solving, and organizational abilities, as well as the capacity to anticipate the Executive Director's needs and maintain strict confidentiality. The Executive Assistant will confidently manage competing priorities while providing critical administrative and project support that drives the organization's strategic impact.

Job Duties & Responsibilities

• Manage and maintain executive schedules, including meetings, appointments, travel arrangements, and itineraries.
• Prepare reports, presentations, and correspondence on behalf of the H.O.P.E. Campus executive team.
• Manage confidential information with an elevated level of professionalism and discretion.
• Coordinate and facilitate communication between executives, internal departments, and external stakeholders.
• Assist with project management tasks and follow up on key initiatives.
• Conduct research and compile data to support executive decision-making.
• Organize leadership meetings, donor meetings, and community engagement events, including preparing agendas, taking minutes, and tracking action items.
• Process expense reports and invoices and monitor the budget for executive-level activities.
• Assist in coordinating strategic projects, including tracking timelines, deadlines, and deliverables related to program development and operational initiatives.
• Prepare materials for board meetings, donor communications, and presentations, supporting the Executive Director's fundraising and capital campaign efforts, as applicable.
• Maintain organized administrative files, reports, and policy and procedure documents, ensuring the secure storage of sensitive information.
• Plan, assist and execute company events, meetings, and engagements as required.
• Process expense reports and monitor the budget for executive-level activities.
• Organize and maintain records, ensuring accessibility and security.
• Correspondence for the Executive Director's signature; prepare statistical reports, etc.
• During the Executive Director's absence, use initiative and judgment to see that matters requiring attention are referred to delegated authority or managed in a manner to minimize the effect of executive's absence.
• Assist with preparation of proposals.
• Provides administrative support, including transcribing and typing correspondence and reports, composing documents, taking, distributing, and maintaining minutes for Leadership Team and All-Staff meetings, and researching data for management / administrative presentations.
• Draft speeches, reports, presentations, and correspondence on behalf of the Executive Director and leadership, ensuring alignment with organizational tone, messaging, and strategic goals.

Other Job Duties & Responsibilities :

None

Core Competencies

Use reasoning and criteria to conceptualize, evaluate or synthesize ideas; challenges assumptions behind thoughts, beliefs, or actions; draw conclusions based on relevant data.

Identify what needs to be done and does it before being asked or the situation requires it.

Ensure that their own work and work of others are complete and accurate; carefully prepares for meetings and presentations; follows up with others to ensure that agreements and commitments have been fulfilled

Keeps information secret when necessary; respects the confidentiality and sensitivity of information or concerns shared by others

Job Qualifications

Physical Demands / Work Environment

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of The Centers. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

Acknowledgement

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position. Your employment with The Centers is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or The Centers, with or without cause, with or without notice, and at any time.

The Centers is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

11401 Lorain Ave, Cleveland, OH 44111, USA

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