Job Description: Executive Administrative Assistant

Background

The mission of the Women’s Foundation of Mississippi (WFM) is to ensure economic security for women. We are dedicated to helping Mississippi’s women and girls overcome significant social and economic barriers by creating meaningful pathways to stability and stronger families. Through grantmaking, advocacy, training programs, and research, we drive long-term social change. Our work focuses on serving women and girls across Mississippi through three key areas: women’s health, access to education and career opportunities, and two-generation approaches that support both women and their children. 

Job Summary

The Executive Administrative Assistant provides direct administrative and operational support to the Executive Director and coordinates the day-to-day activities of the executive office. This position also supports the team in performing administrative, financial, and operational tasks and serves as a liaison between the Board of Directors and staff. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. 

Responsibilities

• Manage key functions of the Executive Director’s office, including calendar management, appointment scheduling, business travel arrangements, and filing. 
• Support the Executive Director and the team in preparing materials for meetings, presentations, and deadlines, ensuring that all required data and documentation are complete and accurate. 
• Respond to phone calls and emails as needed, draft correspondence, and other communications on behalf of the Executive Director. 
• Provide administrative and logistical support for the Board of Directors and committees, including scheduling meetings, preparing agendas, coordinating materials, and managing meeting logistics (venues, attendance, technology, etc.). 
• Record meeting minutes and follow up on action items, ensuring timely preparation and distribution of meeting notes and reports. 
• Oversee the administration of company policies, insurance plans, and retirement programs, coordinating renewals and payments with the Executive Director. 
• Receive, screen, and route calls, mail, and correspondence to the appropriate staff as needed. 
• Strengthen donor and community relationships by preparing and sharing timely updates and announcements about grants, events, and other Foundation initiatives. 

Qualifications

• Working knowledge of nonprofit and/or philanthropic organizations preferred. 
• Strong interest in and enthusiasm for nonprofit management and administrative excellence. 
• Exceptional administrative and project management skills with meticulous attention to detail. 
• Proven ability to organize, prioritize, and meet multiple deadlines while maintaining confidentiality. 
• Demonstrated capacity to work independently and collaboratively within cross-functional teams. 
• Excellent customer service and relationship management skills. 
• Outstanding written and verbal communication abilities. 
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and other relevant software; ability to quickly learn new technology. 
• Bachelor’s degree preferred, or equivalent combination of education and relevant experience. 
• Openness to feedback, commitment to professional growth, and dedication to organizational success. 

Other Requirements

• Commitment to the mission and values of the Women’s Foundation of Mississippi.
• Flexibility to travel as needed for funder meetings, site visits, and conferences.
• Strong ethical standards and integrity in managing confidential and sensitive information.

Compensation

The target salary range for this position is $48,000-$51,000. 

The Women’s Foundation of Mississippi offers a comprehensive compensation package that includes: 

• Paid time off, including two weeks of sick leave, and three personal days. 
• Health insurance is 100% covered for the employee. Dependent health insurance, dental, and vision are offered annually for employees to opt into and pay a partial premium for coverage.
• The organization offers a 403(b) plan that all employees can opt into. 
• The organization offers a family-friendly culture. 

Additional Information

This position is full-time and located at the Women’s Foundation of Mississippi office in Jackson, Mississippi. Some evenings, weekends, and overtime hours are required to accommodate activities such as Board meetings and events.

Interested in applying for this position? Click below to submit your application, including your cover letter, résumé, and at least three references.