Job Description

The Executive & Administrative Assistant provides high-level administrative support to the CEO and serves as a vital operational link between the Board of Directors, staff, and visitors. This role manages complex executive logistics, coordinates a robust calendar of internal culture-building events, and ensures the smooth daily functioning of the main office. By balancing governance-level support with general office administration and guest services, this position ensures that Frost Valley’s leadership and internal teams operate with maximum efficiency and hospitality.

ESSENTIAL FUNCTIONS:

Executive Work: Manage the CEO’s complex professional calendar and all aspects of travel management. Act as a gatekeeper and liaison, ensuring the CEO is prepared for all daily engagements and long-term commitments.

Board Governance & Support: Serve as the primary administrative point of contact for the Board of Directors. Coordinate committee meetings, manage the onboarding process for new members, and handle all board meeting preparation. Responsible for capturing and distributing accurate minutes for all board and committee sessions.

Internal Events & Culture: Lead the planning and execution of a wide variety of organizational events, including the 332 Dinners, Holiday Party, Kellogg events, Summer BBQ, Fall Welcome celebration, and CEO-hosted gatherings. Coordinate logistics for large-scale events such as Fireworks.

Meeting Management: Maintain the organization’s annual master calendar. Manage logistics for All-Staff meetings, administrative briefings, and bi-annual on-site retreats. Oversee staff celebrations and contribute to internal communications to keep the team informed and connected.

Guest Services Support: Provide a welcoming and professional presence at the front desk on Mondays and Tuesdays, serving as the first point of contact for guests, vendors, and community members.

General Administration: Support the HR and Finance departments with essential administrative tasks, including high-volume copying, filing, and document organization. Manage the Purchase Order (P/O) process, staff reimbursement processing, and the organization’s Amazon Business account.

Summer Operations: Provide dedicated support to the Development team during the busy summer season and offer on-site logistics and administrative support for staff during peak program months.

Other duties as assigned.

Requirements

• Education: Associate or Bachelor’s degree preferred, or equivalent professional experience.
• Experience: 3+ years of experience in an executive support or office management role, ideally within a non-profit or hospitality setting.
• Technical Skills: Proficiency in Google Workspace and Microsoft Office (specifically Outlook for calendar management). Experience with digital filing systems and basic financial/PO tracking. Proficient in integrating AI into workflow.
• Communication: Exceptional writing and editing skills; ability to produce professional, board-ready meeting minutes and staff-wide announcements.
• Organizational Skills: A "project management" mindset with the ability to juggle event planning, executive needs, and front-desk duties simultaneously.
• Interpersonal Savvy: Ability to interact with high-level board members, donors, and seasonal staff with equal professionalism and warmth.
• Schedule: Ability to work on-site 2-3 days per week (including Monday/Tuesday) with occasional flexibility for evening and/or weekend and board meetings.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Able to sit for long periods, bend, reach, and lift up to 25lbs (office supplies and event decor).
• Able to stand and walk on a variety of terrain to reach various activity areas during on-site events.
• This position often requires a commitment of 40+ hours per week.
• The noise level in the work environment is usually moderate.

REASONABLE ACCOMMODATIONS STATEMENT:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

FROST VALLEY IS AN EQUAL OPPORTUNITY EMPLOYER

RATE OF PAY: $58,000to $62,000 annually, plus generous benefits. This position is hourly.