Executive Assistant at Mennonite Village

Albany, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Aug, 26

Salary

42.0

Posted On

31 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Support, Board Relations, Professional Communication, Project Coordination, Meeting Minutes, Travel Coordination, Confidentiality, Time Management, Microsoft Office, Event Planning, Governance Support, Inbox Triage, Expense Reporting, Multitasking, Stakeholder Management

Industry

Wellness and Fitness Services

Description

Do you love keeping things running smoothly, anticipating needs, and helping leaders stay focused on what matters most? Mennonite Village is seeking an Executive Assistant to the CEO who brings organization, professionalism, and thoughtfulness to every interaction. In this highly trusted role, you'll be the right hand to the CEO-managing priorities, coordinating key initiatives, and creating seamless experiences for leadership, board members, and community partners. Your work will help ensure strong communication, effective governance, and smooth day-to-day executive operations. If you enjoy managing details, building strong relationships, and contributing to a mission-driven organization, we'd love to meet you. Why Mennonite Village? At Mennonite Village, relationships are at the heart of everything we do-starting with our team. You'll join a collaborative, values-based organization dedicated to serving older adults with dignity, respect, and compassion. In this role, you'll play a vital part in supporting our CEO and leadership team, strengthening communication across the organization, and helping advance our mission through thoughtful coordination and trusted partnership. Come be part of a community where your work truly matters. Apply today and help support the leadership that guides our mission forward. What You'll Do Provide High-Level Executive Support Manage a complex calendar, including meetings, travel, and key events Prioritize competing demands and ensure the CEO's time is used effectively Prepare agendas, reports, presentations, and briefing materials Draft, edit, and proofread professional communications on behalf of the CEO Serve as a gatekeeper, screening and prioritizing incoming requests Manage Communication & Follow-Through Monitor and triage the CEO's inbox, ensuring timely responses and follow-up Coordinate communication with internal leaders, staff, board members, and external partners Maintain clear, professional, and confidential communication at all times Support the Board of Directors Coordinate board and committee meetings, including scheduling and logistics Prepare and distribute agendas, board packets, and supporting materials Record accurate meeting minutes and maintain official records Serve as a key liaison between the CEO and Board members Support compliance with governance standards and organizational policies Coordinate Projects & Events Track strategic projects, timelines, and deliverables Support leadership meetings, board retreats, and community events Help plan and execute special initiatives and organizational events Ensure deadlines and priorities stay on track Support Administrative Operations Maintain organized and confidential files and records Process expense reports, invoices, and related documentation Coordinate travel arrangements and itineraries Assist with reports, dashboards, and organizational documents Collaborate Across the Organization Partner with senior leaders to improve communication and workflow Support alignment on key priorities and initiatives Help ensure consistent follow-through on executive goals What We're Looking For Required Qualifications 5+ years of experience supporting senior executives, ideally at the CEO Bachelor's degree or equivalent experience preferred Exceptional organizational, time management, and multitasking skills Strong written and verbal communication skills High level of discretion and ability to handle confidential information Preferred Qualifications Experience supporting a Board of Directors or nonprofit governance Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Experience with calendar management and virtual meeting tools The Qualities That Set You Apart You anticipate needs before they arise You stay calm and organized in a fast-paced environment You build strong, trusted relationships at every level You handle sensitive information with integrity and professionalism You take initiative and follow through with excellence You are aligned with a mission of service and community Equal Employment Opportunity Statement Mennonite Village values diversity and inclusion and is committed to equal employment opportunity for all. Employment decisions are based on qualifications, merit, and organizational need, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected classification under applicable law. We welcome individuals who share our mission of serving older adults with dignity, respect, and compassion. We are committed to providing a workplace free from discrimination and harassment and to offering reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws for qualified individuals with disabilities. Criminal background check is required for new hires. Mennonite Village is a drug-free workplace. In addition, information may be obtained through the Driver and Motor Vehicle Services Division (DMV), court records, and other states' data systems. Fingerprints may be required as part of the check.

Responsibilities

Provide high-level administrative support to the CEO, including managing complex calendars, communications, and executive operations. Coordinate Board of Directors meetings, maintain official records, and track strategic projects and organizational initiatives.