Executive Assistant

The Executive Assistant, GPC Foundation provides comprehensive administrative and governance support across the GPC Foundation. This role serves as the administrative backbone of the organization – ensuring seamless board administration, organized documentation, disciplined recordkeeping and coordinated support for Foundation staff.

Aligned with the Foundation’s goal of building a high-performing, professional organization trusted by leadership and accountable to outcomes, this role supports governance processes, compliance documentation, systems coordination and cross-functional operations under the direction of Foundation leadership.

This position provides primary support to the Foundation Board and administrative support to all Foundation staff, ensuring preparedness, follow-through and operational excellence.

Responsibilities

Governance & Board Administration

• Lead all logistics and planning for Foundation board and committee meetings (calendar planning, venue coordination, virtual setup, materials distribution)
• Develop and assemble comprehensive board packets in partnership with Foundation leadership
• Draft, finalize and maintain official meeting minutes and governance records
• Track board motions, approvals and follow-up items to ensure timely execution
• Maintain bylaws, committee charters, board rosters and governance documentation
• Coordinate annual board calendar, including grant cycles and reporting timelines
• Support board onboarding and orientation materials for new members
• Maintain secure archival records of board materials and historical decisions
• Assist in preparation of board presentations and executive-level materials

Grant Administration & Compliance Support

• Support the administration of organized grant intake processes under the direction of the Director, Foundation Operations & Impact
• Coordinate collection and tracking of required safeguards documentation, including:
  • 990 reviews
  • EIN confirmation
  • Eligibility documentation
• Maintain organized electronic grant files and documentation records
• Assist in monitoring completion of compliance checklists and internal control procedures
• Coordinate with Finance to ensure payment documentation and grant records are properly archived
• Support audit, tax and 990 filing preparation by compiling requested documentation and maintaining accurate records

Systems & Administrative Coordination

• Provide administrative support for CRM and database maintenance, including data entry, record updates and document uploads
• Assist with data cleanup projects and preparation of materials for system uploads
• Support the preparation and distribution of standard reports and dashboards developed by the Director, Foundation Operations & Impact
• Maintain organized electronic filing systems to ensure consistency and accessibility
• Assist with portal coordination and user communication related to grant submissions
• Identify opportunities to improve administrative workflows and documentation processes

Foundation Administrative & Operational Support

• Provide calendar management and scheduling support for Foundation leadership and staff
• Coordinate internal and cross-functional meetings (HR, IT, Finance, Communications)
• Track contracts, vendor agreements and renewal timelines
• Assist in preparation of internal presentations, updates and briefing materials
• Support planning and logistics for Foundation events and employee engagement initiatives
• Maintain master calendars for grant cycles, campaigns and reporting deadlines
• Manage document templates, shared drives and standardized materials
• Take on special projects and discrete assignments as needed

Qualifications

• 10+ years of executive assistant, foundation administration, corporate or nonprofit operations or governance experience
• Experience supporting boards and staff teams
• Familiarity with grant compliance, nonprofit safeguards or regulatory documentation
• Strong organizational skills and attention to detail
• Comfort with database entry and documentation systems
• High discretion and integrity

Leadership 

• Embodies the following values: serve, perform, influence, respect, innovate, team.
• Effectively communicates by motivating and inspiring others through clear and proactive communication.
• Delivers results and drives customer success by committing and focusing on outcomes to deliver results and making the customer the center of decisions.
• Make balanced decisions and thinks strategically by being a forward thinker.

Physical Demands / Working Environment

• Primarily performed in a professional, climate-controlled office setting, with occasional field responsibilities.
• Position requires working on-site in the office four (4) days per week. The fifth workday may be performed remotely, subject to business needs and manager approval.
• Prolonged sitting (7–8 hours daily) with frequent computer and 10-key keypad use.
• Occasional standing, walking, bending, and lifting of light objects up to 25 pounds.
• Continuous close vision required for detailed financial data; adequate hearing for phone and virtual communication.
• Requires sustained concentration, attention to detail, and ability to manage multiple deadlines.
• Minimal travel (less than 5%); occasional extended hours during peak periods (e.g., month-end or year-end close).
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GPC conducts its business without regard to sex, race, creed, color, religion, marital status, national origin, citizenship status, age, pregnancy, sexual orientation, gender identity or expression, genetic information, disability, military status, status as a veteran, or any other protected characteristic. GPC's policy is to recruit, hire, train, promote, assign, transfer and terminate employees based on their own ability, achievement, experience and conduct and other legitimate business reasons.