Executive Assistant

Small Magic

Birmingham, AL

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JOB DETAILS

SALARY

$55,000–$75,000 Per Year

SKILLS

Artificial Intelligence (AI), Childcare, Customer Relationship Management (CRM), Detail Oriented, Diversity, Ecosystems, Environmental Health, Establish Priorities, Event Management, Executive Assistant Skills , Follow Through, Funding, Fundraising, Information Technology & Information Systems, Kindergarten, Laptop PC, Logistics, Maintenance - Appliances, Office Management, Presentation/Verbal Skills, Stewardship, Team Building, Team Lead/Manager, Time Management, Travel Planning, Writing Skills

LOCATION

Birmingham, AL

POSTED

Today

Executive AssistantSmall Magic is seeking a sharp, trustworthy operator to power up our Executive Director. TheExecutive Assistant will own the ED's calendar, communications, and day-to-day operationalflow, freeing the ED to focus on the highest-leverage work of building a best-in-class earlylearning ecosystem for Birmingham's youngest children.Applications through the form (by clicking the apply button) are strongly preferred. If youdon't have access to a Google account, you may send your application materials tohi@smallmagic.org.KEY DETAILSReports to: Executive DirectorWorks with: Small Magic staff, board of directors, and donorsLocation: Birmingham-based; hybrid, with a meaningful in-person presenceScope: Full time (~40 hrs/wk) or part time (~25 hrs/wk)Compensation range: $55,000–$75,000 annually, prorated for part-time configurationsWHO WE ARESmall Magic is a Birmingham-based organization focused on one goal: ensuring childrenunder five are ready for kindergarten and a life of opportunity. We work alongside civicleaders and partners to strengthen the systems that support early learning across our city,from direct-service program delivery to broader ecosystem work.We are entering a defining chapter. With significant new public and private investmentscommitted, Small Magic is scaling rapidly — and the stakes are real. As the organizationgrows, so does the demand on our Executive Director's time and attention. We're lookingfor an exceptional Executive Assistant who can bring order to that complexity, exercisesharp judgment about what to prioritize, and become a person the ED genuinely relies onto make the whole executive function stronger.HOW THIS ROLE WORKSWe're intentionally building this role to flex with the right person. The core responsibilitiesare scoped at 25 hours a week and cover calendar, inbox, work management, meetingpreparation, travel, expenses, and minor personal logistics. If a candidate is interested in afull-time configuration, we would add office management and select External Affairssupport, such as event vendor coordination and donor stewardship. We're open to eitherconfiguration depending on candidate fit.This is hybrid with a meaningful in-person presence: ~3 days a week in the 25-hourconfiguration, more in the 40-hour. We are deeply committed to flexibility and expect towork around things like sick days, appliance repair windows, childcare logistics, theoccasional heads-down morning at home. We also want to be clear that this is not aremote-first arrangement with only occasional in-office days; the relational andoperational rhythm of this role depends on real in-person presence.WHAT YOU'LL DOThe Executive Assistant is responsible for protecting and prioritizing the ExecutiveDirector's time so the ED can lead at the level the organization needs. The person in thisrole will:Protect the ED's time and attention | You manage a fast-moving schedule across boardmembers, funders, civic leaders, and staff and serve as the single point of contact whenanyone, internal or external, wants the ED's time. You don't just book meetings; you makejudgment calls about what deserves the ED's attention, flag conflicts before they happen,and protect space for focused work.Keep the ED prepared, not scrambling | You assemble briefing materials, agendas, andtalking points ahead of every external meeting so the ED walks in ready. You trackcommitments the ED has made to others and follow up so they get done.Be the trusted first point of contact | You represent the ED's tone and judgment incorrespondence with board members, partners, and funders. People should feel well takencare of the moment they reach out, even when it's you, not the ED, on the other end.Run the logistics that make everything else possible | You coordinate travel, boardmeetings, offsites, and events with an eye for detail and a calm head when plans change atthe last minute.Build smarter systems as we scale | As Small Magic grows, you spot where ad hocprocesses are creaking and put lightweight systems in place — for scheduling, documentmanagement, and follow-through. You actively look for places AI and other tools can takeroutine work off our plates without sacrificing care or judgment.Support Small Magic's growth | Provide support to the External Affairs function,particularly in areas that intersect with the Executive Director's donor, board, and externalrelationship work. Such as: maintaining accurate donor and partner records in the CRM,processing donation acknowledgements, conducting donor communications accuratelyand promptly, and providing logistical support for donor- and partner-facing meetings orevents, including scheduling, materials preparation, guest lists, nametags, follow-up, andday-of coordination as needed.If you were in the role today, you might be: Rebuilding the ED's weekly calendar template so deep-work time survives a busyfundraising season Coordinating travel and logistics for a multi-stop funder visit to Birmingham Drafting a follow-up email in the ED's voice after a partner meeting Catching that two commitments were double-booked (and proposing a fix beforeanyone notices) Setting up an AI workflow that handles a first pass on routine inbound, so the EDspends her time on the messages that actually need herWHO YOU AREWe'll evaluate candidates for this role based on demonstrated strength in the areas below:Judgment and prioritization | You distinguish truly urgent from merely loud. You see whatthe ED will need before she names it, hold lines on her deep-work time without becomingrigid, and stay steady when plans change at the last minute.Attention to detail and follow-through | Details don't slip past you. You track everycommitment and deadline with near-zero slippage, close loops without being reminded,and do what you said you'd do, flagging early when something needs to shift.Discretion and trustworthiness | You routinely handle sensitive, confidential information(donor, board, personnel, personal) with absolute care. People can trust you with thingsthey wouldn't share lightly.Strong written communication | You write clearly and concisely. You can adapt registerand tone for board members, funders, civic leaders, staff, and external partners — and youpick up on someone else's voice quickly and draft confidently in it.Tech curiosity and optimization instinct | You approach technology (including AI) as aforce for making work better. You may or may not arrive with deep AI experience. Whatmatters is that you're genuinely curious, eager to experiment, and quick to ask "is there asmarter way to do this?"Warmth with backbone | You take real satisfaction in making a senior leader moreeffective. You represent Small Magic with kindness and hospitality at every touchpoint, andyou can hold a line, say no, or push back when the moment calls for it.While not requirements for application, experiences that could be helpful include: Experience supporting a senior executive, founder, or organizational leader Experience working inside a fast-growing or scaling organization Experience supporting boards Experience supporting fundraising effortsWHAT ELSE YOU SHOULD KNOWSmall Magic is committed to building a team that reflects the diversity and strength of thecommunity we serve. We encourage applications from people and communities mostimpacted by inequity. Employment decisions are made without regard to race, gender,sexual orientation, religion, age, disability, or any other protected characteristic.The compensation range for this role is $55,000–$75,000 annually, prorated for part-timeconfigurations, commensurate with demonstrated competency and prior experience.Benefits include a highly flexible work environment, premium health insurance, retirementmatching (up to 5% after three months), paid time off (approximately 30 days), professionaldevelopment funds, and a work-issued laptop.

About the Company

Small Magic

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