Job Description

This mission-driven nonprofit is seeking an Executive Assistant/Office Coordinator to keep the wheels turning across a boutique organization. The ideal candidate is experienced in supporting executive-level leaders, is confident navigating Microsoft Office tools, excels in office operations, and thrives in a fast-paced environment where multitasking and follow-through are key. If you bring experience in a blended role—supporting leadership, managing office needs, drafting professional communications, and overseeing vendor relationships—we’d love to hear from you!

Key Responsibilities:

• Manage complex scheduling for the Executive team, proactively updating calendars and communicating changes to key stakeholders.
• Plan and coordinate internal and external meetings and events, including notetaking and organizing all follow-up materials.
• Serve as a welcoming first point of contact—answering phones, greeting guests, and fielding general inquiries with professionalism and care.
• Lead internal event logistics, from coordinating catering to managing external vendors.
• Book and manage travel arrangements, including transportation and itineraries, for the leadership team.
• Track expenses and manage budgets, including processing invoices and expense reports.
• Ensure a well-maintained office by monitoring supply levels, kitchen needs, and common space organization.
• Draft, review, and edit business communications including invoices, financial reports, and external agreements.
• Prepare materials, set up meeting rooms, and manage tech needs for seamless internal operations.
• Provide project and administrative support across departments on special initiatives.

Why You’ll Love Working Here:

• Encompasses a network of advocates within economic and policy industries.
• This non-profit offers competitive compensation alongside benefits, 401k matching, PTO and holiday time off!
• This opportunity is hybrid, pending the needs of the office.

What We’re Looking For:

• Detail-driven and process-oriented. You bring 10+ years of administrative and operational experience and hold a Bachelor’s degree.
• Master organizer. You’re calendar-savvy, meticulous, and thrive on structure.
• Tech-savvy. You’re proficient in MS Office, especially Outlook, and comfortable adopting new tools.
• Calm under pressure. You’re solution-oriented and always have a Plan B.
• Exceptional communicator. You deliver high-touch service to both internal and external contacts.
• Adaptable and agile. You’re energized by variety and can shift gears with ease.
• Team player. You love being the go-to support and approach tasks with enthusiasm.
• Execution expert. You take pride in getting things done—efficiently and thoroughly.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

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