Executive Assistant

The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.

JOB SUMMARY:

The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.

Essential Functions & Responsibilities

Administrative & Communication Support

• Serve as the primary point of administrative coordination for the Executive Director,

anticipating needs and resolving logistical issues before they escalate.

• Manage complex calendars, schedule internal and external meetings, and prepare

agendas, briefing materials, and follow-up action items.

• Maintain and continuously improve organizational systems, including digital and

physical filing, shared calendars, sign-in sheets, and document management platforms

(Dropbox, G Suite).

• Draft, proofread, and distribute internal and external correspondence on behalf of

leadership with a high degree of professionalism and accuracy.

• Coordinate logistics for board meetings, staff meetings, and organizational events,

including venue setup, materials preparation, and minute-taking as needed.

• Serve as a welcoming and professional first point of contact for visitors, partners,

and stakeholders, reflecting Bastion's values in every interaction.

Facilities & Supplies Management

• Oversee procurement, organization, and inventory of office supplies and campus

equipment, ensuring availability without overspending.

• Coordinate property maintenance, including lawn care scheduling, vendor

management, and contractor oversight, in alignment with organizational priorities.

• Monitor and maintain orderly storage areas across campus in partnership with the

Residential Community Coordinator.

• Serve as the primary liaison for vendor and service provider relationships, obtaining

competitive quotes and tracking service agreements.

• Identify opportunities to improve campus operations and proactively bring solutions

to leadership.

Financial & Operational Support

• Assist with financial processing tasks, including accurately logging, coding, and

depositing checks in accordance with internal controls.

• Track and reconcile staff timesheets, flagging discrepancies and supporting payroll

preparation as directed.

• Support grant reporting and program documentation efforts by compiling data and

preparing reports as requested by leadership.

• Assist with onboarding logistics for new staff, volunteers, and program participants.

Education, Experience & Qualifications

Required

• Minimum 2 years of experience in administrative support, executive assistance, or

operations, preferably in a nonprofit or mission-driven setting.

• Demonstrated ability to manage competing priorities, meet deadlines, and maintain

meticulous attention to detail in a fast-paced environment.

• Proficiency with Microsoft Office Suite, Google Workspace (G Suite), Salesforce,

and Dropbox.

• Excellent written and verbal communication skills, with the ability to communicate

professionally across diverse audiences.

• Strong interpersonal skills with a collaborative, service-oriented approach to

teamwork.

• High level of discretion and integrity when handling sensitive or confidential

information.

Preferred

• Experience working with or supporting veterans, military families, or human services

programs.

• Familiarity with nonprofit financial processes, including check processing, expense

reporting, or grant administration.

• Demonstrated ability to build and maintain vendor and community partner

relationships.

Organizational Alignment

• Deep commitment to Bastion's mission of supporting veterans and their families

through community, culture, and purpose.

• Ability to thrive in an evolving, collaborative nonprofit environment and embrace

change with a positive attitude.

• Demonstrated professionalism, reliability, and a strong customer-service orientation

in all interactions.