JOB SUMMARY:
The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.
Essential Functions & Responsibilities
Administrative & Communication Support
- Serve as the primary point of administrative coordination for the Executive Director,
anticipating needs and resolving logistical issues before they escalate.
- Manage complex calendars, schedule internal and external meetings, and prepare
agendas, briefing materials, and follow-up action items.
- Maintain and continuously improve organizational systems, including digital and
physical filing, shared calendars, sign-in sheets, and document management platforms
(Dropbox, G Suite).
- Draft, proofread, and distribute internal and external correspondence on behalf of
leadership with a high degree of professionalism and accuracy.
- Coordinate logistics for board meetings, staff meetings, and organizational events,
including venue setup, materials preparation, and minute-taking as needed.
- Serve as a welcoming and professional first point of contact for visitors, partners,
and stakeholders, reflecting Bastion's values in every interaction.
Facilities & Supplies Management
- Oversee procurement, organization, and inventory of office supplies and campus
equipment, ensuring availability without overspending.
- Coordinate property maintenance, including lawn care scheduling, vendor
management, and contractor oversight, in alignment with organizational priorities.
- Monitor and maintain orderly storage areas across campus in partnership with the
Residential Community Coordinator.
- Serve as the primary liaison for vendor and service provider relationships, obtaining
competitive quotes and tracking service agreements.
- Identify opportunities to improve campus operations and proactively bring solutions
to leadership.
Financial & Operational Support
- Assist with financial processing tasks, including accurately logging, coding, and
depositing checks in accordance with internal controls.
- Track and reconcile staff timesheets, flagging discrepancies and supporting payroll
preparation as directed.
- Support grant reporting and program documentation efforts by compiling data and
preparing reports as requested by leadership.
- Assist with onboarding logistics for new staff, volunteers, and program participants.
Education, Experience & Qualifications
Required
- Minimum 2 years of experience in administrative support, executive assistance, or
operations, preferably in a nonprofit or mission-driven setting.
- Demonstrated ability to manage competing priorities, meet deadlines, and maintain
meticulous attention to detail in a fast-paced environment.
- Proficiency with Microsoft Office Suite, Google Workspace (G Suite), Salesforce,
and Dropbox.
- Excellent written and verbal communication skills, with the ability to communicate
professionally across diverse audiences.
- Strong interpersonal skills with a collaborative, service-oriented approach to
teamwork.
- High level of discretion and integrity when handling sensitive or confidential
information.
Preferred
- Experience working with or supporting veterans, military families, or human services
programs.
- Familiarity with nonprofit financial processes, including check processing, expense
reporting, or grant administration.
- Demonstrated ability to build and maintain vendor and community partner
relationships.
Organizational Alignment
- Deep commitment to Bastion's mission of supporting veterans and their families
through community, culture, and purpose.
- Ability to thrive in an evolving, collaborative nonprofit environment and embrace
change with a positive attitude.
- Demonstrated professionalism, reliability, and a strong customer-service orientation
in all interactions.
