Executive Assistant Job at reStart Inc. in Kansas City

The Executive Assistant (EA) provides high‑level administrative, organizational, and strategic support to the Chief Executive Officer (CEO) of reStart Inc. This role is essential to strengthening executive workflow, enhancing organizational effectiveness, and supporting the success of reStart’s mission.

The EA manages complex scheduling, prepares briefings and documents, coordinates internal and external communication, and supports key cross‑functional initiatives. This position requires exceptional professionalism, discretion, and emotional intelligence, as well as the ability to anticipate needs in a dynamic, fast‑paced nonprofit environment.

The ideal candidate is proactive, detail‑oriented, mission‑driven, and capable of balancing multiple priorities with accuracy, warmth, and sound judgment.

Key Responsibilities

Executive Support

• Manage and optimize the CEO’s complex calendar, including donor meetings, board commitments, internal leadership meetings, and community engagements.
• Prepare daily and weekly briefing packets that outline meeting objectives, essential documents, contextual background, and priority recommendations.
• Coordinate travel arrangements, itineraries, lodging, and expense reporting.
• Always uphold the highest level of confidentiality and professional discretion.
• Draft, edit, and prepare emails, letters, talking points, presentations, and reports on behalf of the CEO.
• Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO.
• Support donor stewardship efforts by preparing thank‑you notes, acknowledgments, and communication updates.
• Monitor follow‑up actions and ensure timely completion of commitments and requests.
• Assist in preparing Board and committee meeting materials, including agendas, presentations, packets, minutes, and logistical coordination.
• Maintain Board documents, bylaws, resolutions, and compliance‑related materials.
• Facilitate communication and alignment between the CEO and the Senior Leadership Team.

Project Coordination & Strategic Initiatives

• Provide administrative, scheduling, and logistical support for organization‑wide initiatives such as strategic planning, major events, and capital campaign activities.
• Track progress on organizational goals, ensuring deadlines, deliverables, and expectations are consistently met.
• Conduct research and compile summaries, briefings, and reports to support decision‑making.
• Review CEO scheduling to ensure alignment with strategic priorities.

Event & Meeting Administration

• Plan and coordinate internal and external meetings, retreats, presentations and community events.
• Prepare agendas, coordinate materials, take meeting notes, and track follow‑up tasks.
• Provide on‑site executive support during key events (e.g., Homecoming, outreach events, donor gatherings).

Operational & Administrative Support

• Maintain digital and physical filing systems for confidential documents.
• Support HR functions by scheduling interviews, coordinating executive onboarding, and maintaining executive personnel documentation.
• Serve as a culture ambassador by modeling reStart’s values of dignity, empathy, respect, and collaboration.

Qualifications & Experience

Minimum 3 years of experience supporting senior‑level leaders in executive assistant, administrative, or project coordination roles (nonprofit experience preferred).

Strong understanding of nonprofit administration, development, donor relations, or community partnerships is beneficial.

Demonstrated ability to maintain confidentiality and manage sensitive information.

High proficiency in Microsoft Office Suite, Microsoft Teams, Zoom, and CRM/donor management systems.

Excellent writing, editing, and communication skills.

Core Competencies

Mission & Values Alignment

• Demonstrates deep commitment to reStart’s mission and values.
• Honors trauma‑informed, person‑centered, and culturally responsive practices.

Professionalism & Confidentiality

• Maintains discretion with sensitive information and represents the CEO with professionalism and diplomacy.
• Exhibits strong ethical conduct and integrity in all interactions.
• Exceptional written and verbal communication skills; adapts communication for diverse audiences including donors, community partners, Board members, and team members.

Proactive Problem Solving

• Anticipates needs and identifies solutions before issues arise.
• Exercises excellent judgment when navigating ambiguity or high‑pressure situations.

Organizational Mastery

• Strong attention to detail, time management, and prioritization.
• Ability to balance multiple deadlines in a fast‑paced environment.
• Skilled in systems thinking and process improvement.

Technical Proficiency

• Strong capability with Microsoft Office, Teams, Zoom, and CRM tools.
• Ability to create polished presentations, reports, and executive‑level communication.
• Hybrid work schedule available after 90‑day onboarding; in‑person presence required for priority meetings and events.
• Occasional evening or weekend hours required for donor engagements and community events.
• Ability to lift up to 20 lbs for meeting and event support.

Additional Information

• Seniority level: Mid‑Senior level
• Employment type: Full‑time
• Job function: Administrative
• Industries: Non‑profit Organization Management