Executive Assistant
12 days ago
Jackson
Job DescriptionSalary: $40,000.00 - $50,000.00 Job Announcement: Executive Assistant POSITION OVERVIEW: At the Mississippi Black Womens Roundtable (MS BWR), the Executive Assistant will serve as a mission-driven partner to the Executive Director and Deputy Directors, providing high-level administrative, operational, and strategic support to ensure the executive team can lead with impact. With precision, professionalism, and passion, the Executive Assistant will manage calendars, emails, coordinate travel and meetings, prepare documents and communications, and ensure a smooth flow of internal and external information. As a trusted right hand, the Executive Assistant will anticipate needs, adapt to shifting priorities, and clear obstacles to ensure leadership remains focused on the mission. The Executive Assistant will function as a liaison between the executive office and other staff, board members, and external partners, requiring exceptional communication skills and the ability to manage sensitive information with discretion. This position offers an incredible opportunity to work at the heart of a powerful movement, advancing systemic change, uplifting Black womens voices, and building a more just and equitable Mississippi. Because this work is rooted in community, this position may require some after-hours and weekend work, along with the ability to balance multiple pressing demands and deadlines. This position will report to the Executive Director. KEY RESPONSIBILITIES: Strategic Support: Serve as a strategic thought partner and guardian of the Executive Directors competing priorities, capacity, and time, acting as a brain trust of strategies and priorities and managing the flow of information. Attend and support key meetings, conferences, and events, representing MS BWR with professionalism and purpose. Administrative Support: Manage an array of administrative tasks, along with preparing the Executive Director for panels, presentations, speaking engagements, and other action items with intentionality, ensuring every detail is captured and nothing is overlooked. Anticipate needs, respond with a sense of urgency, and never wait to be asked, always moving with precision to advance MS BWRs mission. Trusted Advisor: Act as a trusted advisor managing confidential information with the highest level of integrity, and supporting leadership in critical decision-making with discretion, emotional intelligence, and sound judgment. Cross-Functional Collaborator: Serve as the connector across teams, programs, and operations, breaking down silos, reinforcing culture, fostering internal cohesion, and ensuring alignment across the organization by knowing whos doing what, when, and why while driving clarity through intentional communication and collaboration. Project Management: Lead and support high-priority projects, streamline administrative processes, and proactively identify operational challenges before they arise, implementing thoughtful, effective solutions that keep the organization running smoothly. Board Management: Serve as the primary liaison to the Board of Directors by managing all board logistics, coordinating meetings and communications, preparing materials, documenting minutes, and transcribing them with accuracy, and ensuring timely follow-up on all board-related action items. Complex Calendar Management: Anticipate, prioritize, and manage a complex and ever-shifting calendar across multiple time zones and commitments, ensuring every meeting and engagement reflects strategic priorities, maximizes impact, and protects work capacity. Communication Expertise: Draft, edit, and refine high-level communications, including executive correspondence, reports, speeches, and board presentations with a voice that reflects the organizations values with clarity, accuracy, and professionalism in every message shared on behalf of leadership. Travel Optimization: Arrange seamless and cost-effective travel by managing all aspects of planning and coordination needed before, during, and after travel. Schedule and coordinate meetings with donors, partners and collaborators, ensuring every travel opportunity advances MS BWRs mission. Prepare travel itineraries and daily schedules to assist in staying organized and focused. Proactively anticipate and troubleshoot any travel disruptions. Meeting Coordination and Execution: Schedule and coordinate executive meetings from start to finish, from sending meeting invites, drafting strategic agendas, transcribing detailed minutes, to tracking follow-up on action items. Manage all meeting logistics, including reserving space and arranging meals, to ensure a seamless, welcoming, and results-driven environment that supports meaningful engagement. Advanced Document Management: Establish and maintain an organized, dual-filing system to manage highly confidential and sensitive documents, including contracts, legal records, and proprietary data. Utilize shared drive platforms, such as Egnyte and OneDrive, to ensure files are securely stored, accurately labeled, and readily accessible, while also maintaining a physical filing system that supports quick retrieval and compliance. Technology Proficiency: Harness the power of technology to drive efficiency and connections across the organization. Utilize advanced digital tools and office platforms to streamline workflows, improve communication, and elevate productivity at every level. Stay ahead of the curve by identifying and integrating innovative technology solutions that foster real-time collaboration and support data-informed decision-making. Respectful Engagement: Serve as an ambassador for the Executive Director, cultivating meaningful relationships rooted in respect, authenticity, and shared purpose. Act as a central point of contact for staff, board members, funders, and community partners, ensuring every interaction is met with professionalism, warmth, and a deep reflection of MS BWRs values. Research and Analysis: Conduct high-level research and environmental scans to support leadership decisions, policy development, organizational planning, and summarize findings with clarity and offer strategic recommendations to inform action. Adaptability and Flexibility: Respond to the dynamic needs of the organization with a proactive, solutions-focused mindset with a willingness to take on additional responsibilities and special assignments as needed to lead or support urgent priorities, unexpected opportunities, or mission-critical tasks. QUALIFICATIONS: Education: Bachelors degree in nonprofit management, business administration, accounting, public administration, human resource management, or a related field and at least three years of experience in a similar position. A minimum of six years of relevant experience may substitute for the bachelors degree with an associate degree or at least two years of post-secondary education in a related field. Required Experience: • A deep alignment with the mission and values of MS BWR, including a demonstrated commitment to racial and gender justice, equity, and community empowerment., • Demonstrated experience providing high-level executive support in a fast-paced, mission-driven environment, preferably within nonprofit, advocacy, or social justice organizations., • Proven ability to manage complex calendars, coordinate travel logistics, and coordinate meetings with precision and professionalism., • Exceptional organizational and multitasking skills, with a sharp attention to detail and the ability to manage competing priorities with a sense of urgency., • Strong written and verbal communication skills, including experience drafting executive correspondence, reports, and board materials that reflect organizational voice and values., • High emotional intelligence and sound judgment, with the ability to handle sensitive information with absolute discretion and integrity., • Proficiency in digital tools and platforms (such as Microsoft 365, Outlook, Zoom, OneDrive) with a passion for using technology to streamline and drive collaboration., • Strong problem-solving skills and ability to make informed decisions independently., • Discretion and confidentiality are paramount., • Excellent interpersonal skills and ability to work collaboratively., • Self-motivated, proactive, and adaptable, someone who sees what needs to be done and moves it forward with clarity and purpose. COMPENSATION: The annual salary range for this position is $40,000.00 to $50,000.00, based on experience and qualifications. Employees will also have access to comprehensive health coverage, professional development opportunities, and a generous holiday and vacation schedule designed to support wellness and work-life balance. SUBMISSION: Please submit your resume and cover letter. Submissions will be reviewed on a rolling basis, so candidates are encouraged to apply by October 29, 2025, for priority consideration. ABOUT MS BWR: The Mississippi Black Womens Roundtable (MS BWR) is a statewide intergenerational organization dedicated to advancing womens economic security through policy advocacy, increasing civic engagement and voter participation among black women and girls, developing transformational leaders for long-term movement building, and engaging in community outreach and rapid response projects.