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Donate Now Women's Foundation for a Greater Memphis  

One Commerce Square, 40 S. Main Street, Suite 2280
Memphis, TN 38103 • 901-578-9346

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Employment Opportunity at WFGM
Position: Executive Administrative Assistant


Responsible for administrative activities in support of the Executive Director.

Essential Duties and Responsibilities:

I. Administrative Support

  • Proactively manage the calendar and conduct timely follow-up all scheduling communication or the Executive Director.
  • Coordinate all business travel arrangements for Executive Director, including preparing expense reporting responsibilities.
  • Responsible for the Executive Director’s daily administrative activities including drafting and typing of all correspondence as directed; production of reports and presentations; first contact for answering and screening incoming calls; field inquiries about the Foundation, route calls to the correct individual and opening routing and prioritizing mail.
  • Assist in the preparation of bulk mailings.
  • Assist with the preparation of requests for corporate, public, and other support.
  • Initiate research projects and complete other duties on special projects as assigned.
  • Other duties as assigned by the Executive Director.

II. Board & Committee Support

  • Maintain current contact information for Board members, Board of Trustee members and committees.
  • Follow up on meeting attendance confirmations before each meeting.
  • Send Board meeting packets to members absent from meetings. (Agenda, minutes, financials, pertinent committee information as determined by Director of Finance)
  • Reserve meeting rooms well in advance, seeking instruction from Deputy Director.

III. Fund Development Support

  • Process pledges and payments from donors.
  • Assist with the preparation and coordination of campaigns, special events, and workshops.
  • Learn campaign database software in support of the Development Department’s goals and objectives and update names, addresses, and other information as required.

IV. Receptions/Forums/ Special events

  • Maintain registration list and mailing lists, and send necessary contact reminders. Provide support for Executive Director’s activities as needed. Attend events and help set up room and display materials as requested.
  • As needed prepare packets, brochures, sign-in sheets, name tags, recognition gifts, etc.
  • Work with Director of Development to coordinate brochure mailings and flyer postings and track and compile evaluation forms.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and Experience

Associate’s Degree or equivalent in business or related field and five years’ experience of previous executive level support. Experience working with nonprofit organizations preferred.

The Executive Administrative Assistant will have the following experience and attributes:

  • Proficient with Microsoft Office products – Word, Excel, Outlook, and PowerPoint.
  • Strong customer service and public relations skills.
  • Strong organizational skills, planning skills and attention to detail.
  • Basic understanding of the billing process and may be asked to assist in invoicing and collections.
  • Excellent interpersonal, teamwork, and diplomacy skills.
  • Excellent writing and editing skills.
  • Must be able to handle multiple projects and adapt to an ever changing administrative environment.
  • An ability to work flexible hours as necessary, including evening, weekend, or special events.
  • Sensitivity for cultural, racial, ethnic, socio-economic, and sexual identity diversity.
  • Commitment to support the Foundation’s mission.

Please submit resumes and cover letter to Shante Avant – This email address is being protected from spambots. You need JavaScript enabled to view it. and include the word resume in the subject line.