Position Overview

The Executive Assistant to the CEO is a strategic operational role — not a traditional administrative position. This person serves as an extension of he CEO's office, managing the documentation, communications, reporting, and project coordination that allow a complex, multi-funded nonprofit to operate with precision and integrity.

What We Are Really Looking For

We needs someone who produces excellent work without being managed. Someone who reads something before sending it. Someone who catches the missing signature, the wrong date, the inconsistent budget figure, and the unclear sentence — before anyone else sees them. Someone who keeps systems that others can navigate and maintains files that could survive an audit tomorrow.

The mission of this organization is to change the life trajectory of Black girls and women born into poverty. Every document this role produces either supports that mission or undermines it. The person we hire will feel that weight — and it will make their work better.

Work Schedule: Monday - Friday, 9am - 5pm | Central Time

Independent Contractor Perks

• Health Insurance in eligible locations

• Permanent work from home

• Immediate hiring

Core Responsibilities

Professional Writing and Communications

• Draft, edit, and finalize all organizational correspondence — letters of support, stakeholder communications, partner updates, board communications, and responses to agencies and funders — at a level of quality that reflects the organization's credentials and standards

• Prepare written updates, briefings, talking points, and summaries for meetings, presentations, and external engagements

• Produce polished, professional documents across a wide range of formats and audiences — from a one-page program summary to a multi-page organizational narrative — with accuracy, clarity, and appropriate tone every time

• Proofread and quality-check all documents before they leave the organization — catching errors in content, grammar, formatting, and alignment with the organization's mission and voice

Grant Documentation and Funder Reporting

• Prepare and submit all required progress reports, programmatic updates, and compliance documentation for active grants and funding agreements — on time, completely, and in the format required by each funder

• Maintain a comprehensive reporting calendar that tracks every submission deadline, reporting period, and required deliverable across all active grants — and flag upcoming requirements with sufficient lead time to meet them

• Manage all grant-related paperwork — award documents, budget modifications, correspondence with program officers, and close-out documentation — in an organized and auditable file system

• Coordinate with program staff to gather data, outcomes, and supporting documentation needed to complete reports accurately

• Draft grant narratives, needs statements, logic models, and budget justifications for new funding opportunities under the CEO's direction

Project Management and Organizational Systems

• Own the organization's organizational project management — maintaining a master tracker of all active projects, deadlines, deliverables, and responsible parties across programs, grants, BHC development, and administrative functions

• Anticipate bottlenecks, approaching deadlines, and gaps before they become problems — and resolve them proactively without waiting to be directed

• Coordinate across contractors, consultants, and program staff to ensure deliverables are completed on schedule and to standard

• Think critically when reviewing incoming documents, contracts, agreements, and requests — identifying issues, inconsistencies, or missing information before they are signed or submitted

• Develop and maintain organizational templates, checklists, and systems that create consistency and reduce administrative burden across the organization

Participant and Program Paperwork

• Manage all paperwork associated with participant enrollment, intake, consent, and service delivery — ensuring every file is complete, compliant, and maintained in accordance with applicable privacy requirements

• Coordinate participant data collection with program staff, ensuring required documentation is received, reviewed, and filed in a timely manner

• Review participant paperwork with a critical eye — identifying missing signatures, incomplete fields, inconsistencies, or compliance gaps before files are finalized

• Maintain participant records in an organized, secure, and accessible system that supports both program delivery and funder reporting requirements

Employee and Contractor Paperwork

• Manage all employment and contractor documentation — onboarding paperwork, agreements, MOUs, personnel file maintenance, and renewal tracking

• Review all contractor agreements, MOUs, and organizational documents with attention to accuracy, completeness, and alignment with the organization's commitments before they are executed

• Track contractor deliverables, payment schedules, and agreement renewal dates — ensuring all contractor relationships are properly documented and current

• Coordinate with the CPA on payroll documentation, tax forms, and year-end reporting requirements

Executive and Calendar Support

• Manage calendar strategically — scheduling, prioritizing, and protecting her time in alignment with organizational priorities

• Prepare for all meetings and engagements with complete briefing materials, background research, and relevant documentation

• Serve as a professional point of contact for external stakeholders including agency representatives, funders, partners, board members, and contractors

• Track action items and follow-ups from meetings and communications, ensuring nothing falls through the cracks

The Critical Thinking Standard

Every piece of paperwork that moves through this role — whether a grant report, a participant file, a contractor agreement, or a funder letter — must be reviewed with an analytical eye before it leaves this desk. The Executive Assistant is expected to ask: Is this complete? Is this accurate? Is this consistent with what we committed to? Is there anything here that could create a problem later? Does this represent the organization well?

That kind of thinking is not optional — it is the job. Documents that go out wrong cost the organization credibility, compliance standing, and sometimes funding. The standard is: if the CEO has to send it back, it was not ready.

Required Qualifications

• Bachelor's degree required — fields such as nonprofit management, public administration, communications, English, business administration, or a closely related discipline are strongly preferred

• Exceptional professional writing skills — demonstrated ability to produce polished, publication-ready documents independently and without heavy revision

• Strong project management skills — demonstrated ability to manage multiple concurrent projects and deadlines using organized tracking systems

• Advanced proficiency in Microsoft Office Suite (particularly Word and Excel) and Google Workspace

• Demonstrated experience with grant documentation, government reporting, or nonprofit compliance paperwork

• Critical thinking — the ability to review documents with an analytical eye, identify problems, and resolve them before they become issues

• Absolute discretion with confidential information including participant records, personnel matters, and organizational strategy

• Genuine alignment with our mission and cultural competency working with African American families and communities

Preferred Qualifications

• Master's degree in a relevant field

• Experience supporting a nonprofit CEO or senior executive

• Familiarity with government grant compliance documentation and reporting requirements

• Experience with behavioral health or human services program documentation

• Lived experience or personal connection to the communities we serve

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.