Supports the CEO by managing calendars, inboxes, correspondence, travel, expenses, prospect research, donor and partner meeting coordination, briefing materials, follow-ups, and CRM updates. Tracks executive priorities and commitments, supports COO communication, prepares EOS planning materials, coordinates board and committee meetings, takes minutes, distributes board packets, and provides backup executive assistant coverage.
EXECUTIVE ASSISTANT
Part-Time - Approximately 20 to 25 hours per week
Schedule - A few hours each day, 5 days per week (there is some flexibility)
COMPENSATION & BENEFITS
Please see the Employee Handbook for details
1 hour accrues per every 40 hours worked for paid sick leave
1 hour accrues per every 40 hours worked for paid vacation
Employee Assistance Program (EAP) - support resources for employee and their immediate family
Supplemental benefits (optional)- Accident, Life, short or long-term disability, Hospital coverage, critical illness, etc.
About the Role
Family Promise of Spokane works to end family homelessness, serving 1,180 families last year. We operate on EOS®, and this role strengthens the partnership between our CEO (Visionary) and COO (Integrator) by protecting the CEO's time, relaying priorities clearly to the COO, and running the executive office. A significant part of the role is prospecting: finding, researching, and securing meetings with new donors and partners, then preparing the CEO to succeed in each one.
Key Responsibilities
Prospecting & Relationship Development
- Research at least 8 new prospects per month (donors, businesses, foundations, community partners) and create a one-page profile for each within 3 business days.
- Maintain the CEO's prospect list in the donor CRM and review it with the CEO weekly.
- Schedule at least 2 prospect meetings per week, including meetings planned around the CEO's travel at least 3 weeks out, and adjust in real time when plans change.
- Coordinate with Development staff before scheduling the CEO with their prospects.
- Deliver briefing packets 48 hours before meetings, draft follow-ups within 48 hours, log interactions in the CRM within 2 business days, and track CEO commitments to completion.
Executive Support
- Manage and protect the CEO's calendar and inbox; triage requests and route communications.
- Capture the CEO's ideas and priorities and relay them clearly to the COO; track follow-through.
- Draft executive correspondence, memos, board letters, and donor communications.
- Arrange CEO travel and process expense reports.
EOS & Board Support
- Prepare materials for L10, Quarterly, and Annual Planning meetings; distribute notes, To-Dos, and Issues within 24 hours.
- Coordinate board and committee meetings, take minutes, and send monthly board packets by the Friday before each meeting.
- Provide coverage for the COO's Executive Assistant as needed.
Qualifications
Required
- 3+ years of executive-level administrative experience, preferably in a nonprofit.
- Excellent written communication, organization, and attention to detail.
- Proven discretion with confidential information.
- Proficiency in Microsoft Office and Google Workspace.
Preferred
- Prospect research, donor stewardship, or CRM experience.
- Familiarity with EOS® or a Visionary/Integrator model.
- Board minute-taking experience
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