Job Description

Position Summary

The Light House is seeking a highly organized and proactive professional to provide executive support and strategic coordination for the Executive Director (ED), serving as a key liaison to the Board of Directors and ensuring smooth communication and operations across the organization. This role manages the ED's calendar and priorities, prepares materials and communications, documents and follows up on meetings, oversees office administration, and supports special projects. It's an opportunity for a detail?oriented, resourceful individual who thrives in a fast?paced nonprofit environment and is motivated by The Light House's mission to prevent homelessness and support community well?being.

Key Responsibilities

Executive Support & Strategic Coordination

Manage the Executive Director's calendar, meeting flow, and scheduling priorities. Prepare briefing materials, agendas, background research, and follow-up task lists to support the ED's strategic decision-making. Support the ED in tracking and advancing strategic initiatives, ensuring deadlines and milestones remain on track. Anticipate the ED's needs by identifying potential gaps, upcoming priorities, and opportunities for improved efficiency. Draft and manage internal and external communications on behalf of the Executive Director.

Board of Directors Support

Serve as primary administrative liaison to the Board of Directors. Coordinate logistics for board and committee meetings, including scheduling, communication, and preparation of ED reports and handouts. Prepare, update, and distribute board meeting materials and board books. Maintain board-related documentation, contact lists, and governance files.

Meeting Management

Attend and document key internal meetings to produce clear and actionable minutes. Distribute minutes and ensure follow-up items are routed to the appropriate staff. Support preparation and coordination of leadership and cross-team meetings.

Internal Communications

Draft and distribute organization-wide communications from the Executive Director. Maintain strong communication channels across departments to support transparency and alignment. Support internal messaging, reminders, and updates related to operational or organizational needs.

Office Operations

Oversee daily office administration, including mail distribution. Order office supplies, monitor inventory, and manage vendor relationships related to office services. Coordinate office-wide culture and community activities such as birthdays, staff celebrations, and team-building initiatives. Maintain non-HR administrative filing systems and documentation as needed. Provide administrative coordination support for recruitment activities, including posting open positions, scheduling interviews, and communicating logistics with candidates and hiring managers as needed. Assist with preparing offer letters and onboarding materials as directed as needed. Coordinate onboarding logistics for new staff, including orientation scheduling, workspace setup, and access to systems and tools as needed. Support offboarding logistics as needed, including coordinating documentation, equipment return, and systems access in collaboration with leadership.

Special Projects

Lead or support organizational and strategic projects as assigned by the Executive Director. Assist with research, analysis, or coordination related to new initiatives or organizational improvements

Required:

3+ years of experience in executive support, operations, or administrative roles. Strong writing, communication, and interpersonal skills. Excellent organizational skills and impeccable attention to detail. Demonstrated ability to think strategically and anticipate needs. Ability to manage multiple priorities with clarity and follow-through. Experience drafting professional communications Experience preparing meeting materials, taking minutes, and managing follow-up actions. Proficiency in Google Workspace
Preferred skills:

Knowledge of homelessness, housing insecurity, and supportive service systems Experience supporting executive leadership or a board of directors in a nonprofit or mission-driven organization. Comfort with virtual collaboration platforms (e.g., google workspace). Basic budgeting or bookkeeping support skills a plus.
Education and Experience:

Bachelor's degree in business administration, communications, nonprofit management, or a related field or equivalent combination of education and experience. Minimum of 3 years of experience providing executive-level administrative support, preferably in a nonprofit, foundation, or government setting.
The Light House is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The role involves standard office activities such as sitting or standing for extended periods, using a computer and phone, and participating in meetings and events. Candidates should be comfortable navigating a dynamic shelter and office environment, including occasional stair use and walking between program spaces.

A background check is required due to the nature of our work. The Light House is committed to fair and equitable screening practices.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role, in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of this position.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

Dental insurance Health insurance Health savings account Paid time off Retirement plan Vision insurance
Work Location: In person