Executive Assistant

GOODWILL GULF COAST

Job Description

TITLE: Executive Assistant DATE WRITTEN: 10/2026

DEPARTMENT: Admin. SUPERVISED BY: President/CEO

SUPERVISES: NA STATUS: Full time/Exempt

Mission Contribution: Supports the President/CEO, Executive Team, and Board in advancing Goodwill’s mission through effective coordination, communication, and follow-through.

Function: Provides confidential administrative support to the President/CEO. Supports the Executive Team as directed, anticipates needs, and tracks decisions, commitments, and priorities throughout the year.

Essential Functions:

1. President/CEO and Executive Team support:

1. Manage the CEO’s Outlook calendar and contacts; prioritize requests, protect preparation time, and resolve conflicts.

1. Coordinate travel, itineraries, reservations, and expense submissions; anticipate logistical needs.

1. Prepare and proofread correspondence, reports, spreadsheets, presentations, and briefing materials.

1. Support Executive Team administrative needs and projects within CEO priorities and available capacity.

1. Executive meetings and follow-through:

1. Coordinate meeting schedules, agendas, materials, rooms, and virtual access with the CEO and COO.

1. Attend executive meetings; document decisions, action items, owners, and due dates in concise, accurate notes.

1. Maintain a shared action tracker and annual calendar of executive priorities, commitments, and deadlines.

1. Request updates, send reminders, and flag overdue items or barriers for the CEO or COO.

1. Track ideas and deferred topics throughout the year; return them to future agendas for review and follow-up.

1. Board and Committee coordination:

1. Schedule meetings, notify members, arrange logistics and catering, and distribute meeting materials.

1. Attend meetings, prepare minutes for approval, and securely maintain Board records and member information.

1. Track Board and Committee actions and coordinate assigned follow-up with the CEO and responsible staff.

1. Maintain records and track deadlines supporting Board By-Laws and Board-related CARF requirements.

1. Communications and office coordination:

1. Serve as a professional contact for the CEO, Board, employees, visitors, and community partners.

1. Manage calls, email, and correspondence as authorized; respond or route inquiries and track timely follow-up.

1. Organize secure electronic files and shared documents so current information is easy to locate and retrieve.

1. Contracts and legal documents:

1. Coordinate contracts with Executive Staff; obtain required reviews, approvals, and signatures.

1. Maintain contract records, track renewal and notice dates, and distribute signed documents.

1. Provide notary services as authorized and maintain confidentiality of sensitive records.

1. Marketing, development, and administrative improvements:

1. Support CEO community and development activities, special events, and donor records as assigned.

1. Use approved digital tools to improve scheduling, documents, task tracking, and administrative processes.

Marginal Functions:

1. Stays informed of community, agency, and program information through inter-office communications and attendance at staff meetings.

1. Participates in a variety of community awareness and fundraising activities which promote the program, agency, and/or the funding source under the direction of the President/CEO.

1. Observes safety procedures and personnel policies.

1. Regular attendance is required.

1. Other duties as assigned.

Skills, knowledge, and abilities: (These are required to enable employee to perform the essential functions of the job.)

1. Ability to anticipate needs, organize competing priorities, and meet deadlines with strong attention to detail.

1. Sound judgment, discretion, and the ability to handle sensitive executive, personnel, and Board information.

1. Strong written and verbal communication, proofreading, and accurate meeting documentation skills.

1. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

1. Ability to learn shared task management, donor management, PDF editing, and other approved business tools.

1. Ability to use approved automation or AI tools responsibly, verify outputs, and protect confidential information.

1. Ability to track commitments, tactfully request leadership updates, and escalate concerns appropriately.

1. Ability to work independently, take initiative, solve problems, and recommend practical process improvements.

1. Ability to work professionally with diverse groups and build relationships across departments.

1. Ability to explain Goodwill’s mission and represent the organization professionally.

1. Ability to work a flexible Monday through Friday schedule, with additional hours for meetings and events.

1. Must have a valid driver’s license for at least 3 years, liability automobile insurance, and be insurable through the agency’s insurance carrier. Must be at least 21 years of age.

Experience and Education Requirements:

• High School Diploma or GED required; associate or higher degree in a business-related field preferred.

• At least three years of administrative experience; executive support preferred.

• Experience coordinating meetings, preparing professional documents, and tracking deadlines and follow-up.

• Must be a Notary Public or become a Notary Public one month after hire.

Working Conditions/Physical Requirements:

Adequately lighted and ventilated building; some travel throughout service area; Must be able to use repetitive hand, wrist, and finger motion, when using a computer keyboard. Must be able to sit for prolonged period of time.

Critical Performance Factors:

• Customer service, professionalism, and confidentiality

• Clear communication and accurate, timely work

• Effective prioritization, meeting coordination, and follow-through

Equal Opportunity Employer/Veterans/Disabled