Executive Administrative Assistant

Executive Administrative Assistant

TrainingGrounds is a 501(c)(3) New Orleans-based non-profit organization established in 2017. Our mission is to assist parents, caregivers, and early childhood educators with creating quality-rich early childhood learning experiences for children (birthto five). This is a new position for the organization, and we are looking for a passionate individual with exceptional interpersonal and organizational skills. The Executive Administrative Assistant will be someone who is excited about being an integral part of a growing nonprofit and has a strongdesire to see TrainingGrounds grow and evolve into a community hub for all things birth to five.

The Executive Administrative Assistant is a new role for the organization, and we are seeking a passionate, highly organized individual with exceptional interpersonal skills. This person will support the Executive Director and other senior‐level directors, playing a key role in ensuring the organization's daily operations run smoothly.

We are looking for someone who not only aligns deeply with TrainingGrounds' mission but who also has a strong desire to ensure the organization functions effectively and efficiently. The ideal candidate is energized by being an integral part of a growing nonprofit and is excited to help TrainingGrounds continue evolving into a community hub for all things birth to five.

• Full Time: 40 hours per week

• Application Deadline: Ongoing

• Start Date: Immediately

• Length of Engagement: Spring, Summer, and Fall Semester placements.

• Compensation: Negotiable

Major Duties and Responsibilities

Leadership Operations and Support Leadership Actions (can include but are not limited to):

Manage the Executive Director's calendar with a forward-looking lens, anticipating needs and preparing materials in advance.

Provide coordination and operational support to other senior leaders as needed, ensuring alignment across leadership priorities and schedules.

Coordinate and prepare for meetings with funders, partners, and collaborators, including agendas, briefing documents, presentations, and follow-up actions.

Ensure leadership has timely information, documents, and context for all engagements.

Support cross-functional leadership initiatives by tracking action items, deadlines, and follow-through across senior staff.

Operations, Administration & Organizational Systems: This area focuses on the coordination and maintenance of the internal systems that keep the organization running smoothly and compliantly. It supports operational consistency, accurate information flow, and reliable processes across administration, membership services, human resources, and development. Leadership Actions (can include but are not limited to):

Oversee core administrative processes, including opening, logging payments, and distributing mail.

Monitor and maintain the inventory system and coordinate orders.

Provide administrative and operational assistance for membership services, including monitoring data entry workflows, flagging inconsistencies, generating routine reports, and ensuring timely communication with families.

Support human resources functions, including onboarding logistics, and coordinating staff record documentation, including tracking completion (not content) of performance evaluations, required trainings, and onboarding paperwork; coordinating reminders and follow‐ups to ensure compliance. Coordinating training schedules, and assisting with recruitment tasks such as posting job descriptions and scheduling interviews.

Assist with grant and donor support, including tracking deadlines, organizing documentation, and preparing acknowledgment letters.

Board of Directors Support: The Executive Administrative Assistant provides administrative, logistical, and governance-related support that enables the Board and its committees to operate effectively and in compliance. It ensures consistent preparation, accurate recordkeeping, and smooth coordination to support informed decision-making and strong governance practices. Leadership Actions (can include but are not limited to):

Support preparation for Board and committee meetings, including scheduling, drafting agendas, assembling board packets, and distributing materials.

Maintain organized board records, including minutes, attendance, bylaws, and governance documents.

Assist with meeting logistics (room setup, technology, virtual links) and follow‐up communications.

Track board‐related deadlines and compliance requirements.

Coordinate onboarding for new board members, including welcome materials and orientation scheduling.

Cross‐Team Collaboration & Special Projects: The Executive Administrative Assistant strengthens organizational alignment by supporting cross‐team priorities, coordinating project plans, and ensuring clear, consistent communication. It also contributes to TrainingGrounds' strategic initiatives through research and materials development while representing the organization at community events and partner convenings. Leadership Actions (can include but are not limited to):

Collaborate with program, development, and operations teams to support shared priorities, including assisting staff with the development and tracking of project plans and ensuring strong communication.

Assist with presentations, research, and materials for strategic initiatives.

Represent TrainingGrounds at outreach events, convenings, and community meetings as needed.

Instill and Maintain a Culture of Inclusivity: The Executive Administrative Assistant will need to maintain a culture of respect and inclusivity by consistently demonstrating a high degree of emotional intelligence and cultural competency as they engage with various types of stakeholders. Leadership Actions (can include but are not limited to):

Creating and promoting inclusive and equitable practices and norms

Maintain positive relationships with partner agencies

Ensures a high-quality, responsive, and professional experience for all stakeholders—families, partners, donors, and community members—by fostering a culture of service, respect, and accountability across all areas of operation.

Project a positive image of the organization to employees, customers, industry

Required Skills and Experience

Core Competencies

Exceptional organizational and time‐management skills, with the ability to manage multiple priorities, anticipate needs, and maintain strong attention to detail.

Strong interpersonal and communication skills, including the ability to engage warmly and professionally with families, partners, donors, board members, and community stakeholders.

High degree of emotional intelligence and cultural competency, with a demonstrated commitment to inclusivity, respect, and equitable practices.

Proactive problem‐solver who can take initiative, follow through on commitments, and support leaders in navigating fast‐moving priorities.

Strong writing and editing skills, with the ability to prepare clear agendas, summaries, emails, and materials for internal and external audiences.

Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion.

Adaptability and comfort in a growing, evolving nonprofit environment, including the ability to build systems, improve processes, and support organizational development.

Technical & Administrative Skills

Proficiency with Microsoft Office Suite, Google Workspace, and digital communication tools.

Experience managing calendars, scheduling, and meeting logistics for senior leaders.

Ability to maintain organized filing systems, track deadlines, and manage documentation across multiple functions (operations, HR, development, membership services).

Familiarity with data entry, data quality monitoring, and basic reporting, ideally within CRM or program management systems.

Comfort preparing presentations, briefing documents, and board materials.

Ability to coordinate virtual and in‐person meetings, including technology setup and troubleshooting.

Experience

2–4 years of administrative, executive support, or operations experience, preferably in a nonprofit, education, or mission‐driven organization.

Experience supporting senior‐level leaders or managing complex scheduling and communication workflows.

Experience coordinating cross‐team projects, supporting organizational systems, or assisting with HR, development, or program operations.

Experience engaging with families, community partners, or diverse stakeholder groups is strongly preferred.

Experience supporting board of directors or governance processes is a plus.

Experience in early childhood, family support, or community‐based work is helpful but not required; a strong alignment with TrainingGrounds' mission is essential.

Mission & Values Alignment

Deep belief in the importance of early childhood, family engagement, and community‐centered support.

Commitment to fostering a welcoming, inclusive, and culturally responsive environment for all families and partners.

Desire to work behind the scenes to ensure TrainingGrounds operates effectively, efficiently, and with heart.

Working Conditions

This position is full‐time, primarily based at TrainingGrounds' New Orleans office, with occasional work at partner sites, community locations, or event venues.

Standard work hours are Monday–Friday, with some flexibility required to support early morning, evening, or weekend meetings, events,