Accounts Receivable Processing, Administrative Management, Auditing, Billing, Business Administration, Calendar Management, Channel Strategies, Communication Skills, Cross-Functional, Customer Relationship Management (CRM) Systems, Detail Oriented, Documentation, Economic Development, Executive Assistant Skills , Expense Management, Expense Reports, Financial Systems, Follow Through, Funding, High School Diploma, Leadership, Logistics, Mail Processing, Microsoft Office, Multitasking, Nonprofit, Office Management, Operational Improvement, Operations Planning, Organizational Culture, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project Tracking, Recreation, Reimbursement, Time Management, Travel Industry, Travel Planning, Writing Skills
ICON Water Trails connects water, communities, and people. As a regionally inclusive non-profit organization, ICON is working to activate more than 150 miles of water trails to expand access to recreation, improve safety, foster economic development, drive tourism and workforce development.
Summary of Position
The Executive Assistant has a critical, high-trust role that ensures ICON Water Trails operates with excellence and integrity. This position blends executive-level support, board coordination, operational oversight and administrative management. This individual serves as a strategic partner to the Executive Director while also keeping the organization’s internal systems, communications, and logistics running smoothly. The ideal candidate is highly organized, proactive, detail-oriented, emotionally intelligent, and thrives in a fast-paced, mission-driven nonprofit environment.
Position Type: Part-time
FLSA: Non-Exempt
Reports to: Executive Director
Key Responsibilities
Executive Support & Strategic Coordination
- Manage the Executive Director’s calendar with accuracy, foresight, and strategic alignment.
- Coordinate scheduling for leadership staff as needed.
- Arrange travel, meetings, and logistics.
- Anticipate needs and ensure Executive Director is prepared for appointments and meetings.
- Draft and manage some professional correspondence on behalf of the Executive Director and Development Officer.
- Track special projects and ensure follow-through on priorities and deadlines.
- Join meetings as needed to take notes and manage action items.
Board & Governance Support
- Coordinate logistics for board of directors and committee meetings for key staff.
- Prepare and distribute board packets including agendas, supporting materials, and minutes.
- Maintain board calendars and track governance deadlines.
- Ensure discretion and professionalism in all board interactions.
Administrative & Office Operations
- Oversee daily office management: mail, supply ordering, and common space organization as needed.
- Maintain organized digital and physical filing systems.
- Manage expense reports, reimbursements, and documentation for Executive Director.
- Support accounts receivable processes including donation processing, revenue coding, invoicing, and audit preparation support.
- Maintain shared inboxes, calendars, and administrative systems.
- Conduct quarterly audits of Asana projects to ensure alignment with goals.
- Provide administrative HR support as needed
Culture & Internal Engagement
- Support implementation of organizational culture initiatives and reinforce team values.
- Assist with planning staff engagement activities, celebrations, and recognition.
- Support consistent internal communication across teams.
Special Projects & Cross-Departmental Support
- Support cross-functional initiatives that strengthen internal systems and staff experience.
- Track timelines and coordinate planning sessions for operational improvements.
- Assist with special projects across operations, development, and communications.
Qualifications
- High school diploma required; associate or bachelor’s degree preferred (business administration, communications, human services, or related field).
- 4+ years of experience supporting senior leadership or nonprofit operations.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- High degree of discretion and integrity with confidential information.
- Ability to anticipate needs and proactively solve problems.
- Demonstrated experience managing multiple priorities in a dynamic environment.
- Proficiency in Microsoft Office and/or Google Workspace.
- Experience with CRM systems (Bloomerang preferred), Asana, and financial tracking systems.
Benefits & Work Environment:
The physical and mental demands of this position are representative of those that must be met by the employee to successfully perform the essential job results. Reasonable accommodation may be made to enable individuals with disabilities to achieve the essential job results
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Great Outdoors Foundation