Executive Assistant

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Directors and Senior Management Teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative, show initiative, and enjoy working within a nonprofit environment that is mission-driven, results-driven, and community oriented.

Executive Support 

  • Manage an extremely active calendar of appointments
  • Plans, coordinates and ensures the CEO's schedule is followed and respected
  • Maintain flexibility with the schedule working in concert with the CEO to balance multiple networking demands
  • Complete expense reports
  • Compose and prepare correspondence that is often confidential
  • Arranging complex and detailed travel plans, itineraries, agendas and compiling documents for travel-related meeting
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
  • Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately
  • Builds relationships crucial to the success of the organization, having a sense for the issues taking place in the environment and keeping the President updated
  • Manages a variety of special projects for the President, some of which may have significant organizational impact
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
  • Prioritizes conflicting needs; handles tasks expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison

  • Serves as the President's administrative liaison to the board of directors
  • Assists board members with travel arrangements, lodging, and meal planning as needed
  • Maintains discretion and confidentiality in relationships with all board members
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
  • In addition to Heartspring, Inc., serves as the primary administrative liaison for the Heartspring Endowment and Heartspring Foundation Board Members, all meetings, and correspondence

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings when appropriate
  • Assists in coordinating the agenda of senior management team meetings on and off-site, and all staff meetings when asked
  • Facilitates cross-divisional coordination of travel and outreach plans for multiple parties.

Communications, Partnerships, and Outreach

  • Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general
  • Edits and completes first drafts for written communications to external stake holders


Educational, Training, and Licensure Requirements

  • Bachelor's degree required
  • Strong work tenure: five to 10 years of experience supporting Chief Level Executives, preferably in a non-profit organization
  • Experience and an interest in internal and external communications and partnership development
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platform

Physical Requirements

  • Ability to travel may be required
  • Sitting at a desk for long periods of time
  • Constant use of overall vision with continuous reading and close-up work
  • Hand and finger dexterity for frequent repetitive writing, typing, grasping, reaching, and pulling
  • Hearing and talking skills in person and on the phone

Work Environment

  • Office environment, indoors, climate controlled

Knowledge & Skills

Excellent knowledge of:

  • Professionalism: present themselves in a professional manner at all times
  • Detailed: ability to work under pressure handling a wide variety of activates with consideration to detail in all activities
  • Organizational Skills: ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Interpersonal Skills: ability to build relationships with stakeholders, including staff, board members, external partners, and donors
  • Communication Skills:  strong written and verbal communication ability  
  • Problem-solving Skills: proactive and creative ways to find resolutions
  • Decision-making Skills: global approach to all decisions understand the impact to entire organization
  • Emotional maturity: self-awareness of own emotions and the emotions of those around you
  • Resourceful team-player: advanced ability to work independently on projects from conception to completion
  • Confidentiality: ability to handle highly confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Performance Driven: ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward thinker:  actively seeks opportunities, and proposes solutions


Medical, Dental, Vision, FSA, Life Insurance, 403B

Reference Code:


 Print Description

Creating hope and opportunity that changes the lives of children with special needs and their families

Sorry, We are no longer taking applications for this position.

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Equal Opportunity Employer

Heartspring is an equal opportunity employer. Heartspring does not discriminate on the basis of race, color, sex, religion, national origin, ancestry, age, marital status, disability or genetics, pregnancy, sexual orientation, veteran status, or any other classification protected by applicable local, state or federal law.

All job openings are located in Wichita, KS.

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