Jul 14, 2026
** Interested candidates should send their resume’ to info@flatfeehiring.com **
Job Description:
The Executive Administrative Assistant serves as the primary administrative partner to the Executive Director, helping maximize the Executive Director’s effectiveness by managing schedules, communications, follow-through, and organizational coordination. This position is far more than calendar management. The Executive Administrative Assistant acts as an extension of the Executive Director by ensuring that priorities remain organized, relationships are well cared for, important details are not overlooked, and communication flows smoothly across the organization.
Success in this role requires exceptional judgment, discretion, organization, initiative, and a heart for serving others.
Executive Support (40%) Calendar Management
● Own and maintain the Executive Director’s calendar.
● Coordinate meetings with staff, board members, donors, partners, volunteers, and community leaders.
● Schedule, confirm, and reschedule meetings as needed.
● Protect the Executive Director’s time by helping prioritize competing requests.
● Prepare daily and weekly calendar reviews to ensure readiness for upcoming meetings.
● Coordinate travel arrangements and itineraries when needed. Meeting Preparation
● Assist in preparing meeting agendas and supporting materials.
● Ensure meetings have appropriate locations, technology, and logistics arranged.
● Capture action items and follow-up responsibilities when appropriate.
Executive Communications (30%) Email Management
● Monitor the Executive Director’s inbox throughout the day.
● Delete spam and report phishing attempts.
● Respond to routine inquiries on behalf of the Executive Director when appropriate.
● Route emails to the appropriate staff member.
● Flag high-priority emails requiring Executive Director attention.
● Notify the Executive Director immediately regarding urgent matters.
● Maintain a follow-up system so emails and commitments do not fall through the cracks.
● Track delegated tasks and follow up with staff as appropriate. Confidentiality
● Exercise the highest degree of professionalism and confidentiality.
● Handle sensitive donor, personnel, financial, and organizational information with discretion.
● Respect confidential communications and documents.
Administrative & Organizational Support (20%)
● Conduct weekly planning meetings with the Executive Director.
● Prepare Board of Directors meeting packets, agendas, and supporting materials.
● Coordinate board communications, invitations, and meeting logistics.
● Arrange meeting rooms, Zoom meetings, catering, and hospitality.
● Electronically route contracts and documents for signatures.
● Assist with correspondence, mailings, filing, copies, and document organization.
● Manage Executive Director payroll/timecard submissions.
● Help maintain organized electronic files and records.
● Assist with special projects and organizational initiatives as assigned.
Organizational Leadership & Collaboration (10%)
● Serve as a trusted liaison between the Executive Director, staff, board members, donors, volunteers, and community partners.
● Foster strong communication across departments.
● Help ensure important projects move forward through consistent follow-up.
● Represent Mill Village Ministries professionally in all interactions.
● Contribute ideas for improving organizational systems and efficiency.
● Support a collaborative, servant-hearted organizational culture.
The Ideal Candidate: The ideal candidate is an exceptionally organized, proactive, and relational professional who enjoys helping others succeed behind the scenes. Rather than simply managing tasks, this person anticipates needs, solves problems before they arise, and creates systems that allow the Executive Director to focus on leadership, fundraising, partnerships, and organizational strategy. This role requires someone who enjoys balancing details with people, exercises excellent judgment, maintains strict confidentiality, and thrives in a dynamic nonprofit environment where priorities can change quickly.
Required Knowledge, Skills, & Abilities:
● Exceptional organizational skills with the ability to manage multiple priorities and competing deadlines.
● High level of discretion, integrity, and the ability to maintain strict confidentiality with sensitive organizational, personnel, donor, and financial information.
● Outstanding attention to detail and follow-through, ensuring commitments, emails, and asks do not fall through the cracks.
● Strong project management skills with the ability to organize, prioritize, and execute multiple initiatives simultaneously.
● Ability to anticipate needs, think proactively, exercise sound judgment, and solve problems independently.
● Excellent written, verbal, and interpersonal communication skills with a professional, polished demeanor.
● Strong relationship-building skills with the ability to interact professionally with staff, board members, donors, volunteers, community partners, and the public.
● Demonstrated emotional intelligence, maturity, and professionalism while serving as an extension of the Executive Director. ● Proficiency with Google G-Suite (Email, Meetings, & Calendar), Microsoft Office Suite, Zoom, and cloud-based document management systems.
● Ability and willingness to quickly learn new software platforms, including payroll, project management, and donor management systems.
● Strong time management skills and the flexibility to adapt in a fast-paced environment with frequently changing priorities.
● Ability to work independently while collaborating effectively across departments and supporting a team-oriented culture.
● Strong customer service mindset with a commitment to hospitality, responsiveness, and professionalism in every interaction.
● Demonstrated commitment to continuous improvement by identifying opportunities to streamline systems, improve communication, and increase organizational efficiency.
● Ability to represent the Executive Director and Mill Village Ministries with professionalism, warmth, and sound judgment in all communications and interactions.
● Commitment to the mission, values, and culture of Mill Village Ministries, with a servant-hearted attitude and passion for strengthening the Greenville community.
Preferred Education and Experience:
● Bachelor’s degree and/or 3-5 years of relevant experience.
● Administrative assistance and/or non-profit experience preferred.
Reports to: Executive Director
Hours & Compensation: Full Time (40 hours/week) with 80% employer-paid health insurance benefits and 18 days of PTO (in addition to time off for major holidays and a full week for the Christmas & New Year holiday) Monthly insurance reimbursement, monthly technology reimbursement, and optional 401K participation are available. Typical office hours are 8:30am-5pm. Salary of $45,000.
