Work With Purpose. Lead With Impact.

We are seeking a highly organized, proactive Executive Assistant / Office Manager to serve as the operational backbone of our organization. This hybrid role combines high-level executive support with office management, event coordination, travel support, and database oversight.

Position Title:Executive Assistant / Office Manager
Location: Birmingham, Alabama (Hybrid)
Classification: Independent Contractor
Compensation: Commensurate with experience

Key Responsibilities
Executive Administrative Support - Manage and maintain the Executive Director's calendar, ensuring alignment with organizational priorities
- Coordinate meeting logistics, prepare agendas, and document and distribute action items and follow-ups Draft, prioritize, and monitor correspondence and outstanding tasks on behalf of the Executive Director
- Serve as a professional point of contact on behalf of the Executive Director as directed

Office Management - Oversee day-to-day administrative operations to ensure the organization runs efficiently and professionally
- Maintain an organized, functional office environment — both physical (on in-office days) and digital Establish and enforce office procedures, filing systems, and administrative standards
- Manage vendor relationships, track office supplies, and coordinate purchases with prior approval

National HBCU Database Management - Maintain, update, and manage the HBCU C.A.R.E.S. National HBCU Database — a centralized resource for institutional contacts, partner HBCUs, and stakeholders
- Conduct quarterly audits to remove duplicates, update records, and verify contact information
- Add new institutions, contacts, and partner organizations as directed Handle all database content with the highest level of accuracy and confidentiality

Mailing and Email List Management - Maintain and manage HBCU C.A.R.E.S. mailing lists and email distribution lists, ensuring all contacts are properly segmented and current
- Update lists following events, outreach campaigns, and stakeholder changes
- Coordinate with the Executive Director on newsletters, mass communications, and email campaigns
- Process unsubscribe requests promptly and in compliance with applicable regulations (CAN-SPAM)

Event Support and Coordination - Attend and actively support HBCU C.A.R.E.S. events — local and out-of-area — including setup, execution, and breakdown
- Assist in planning and coordinating event logistics including vendor coordination, venue communications, and materials preparation
- Manage RSVP lists, attendee communications, registration processes, and technology needs (AV, Zoom, live streaming)
- Attend pre-event planning meetings and distribute follow-up communications and action items
- Prepare and submit post-event summary reports to the Executive Director within five (5) business days

Travel Coordination - Travel on behalf of HBCU C.A.R.E.S. for events, conferences, pre-event planning meetings, and partnership activities as directed
- Assist in coordinating travel logistics for the Executive Director and other team members
- Manage all travel arrangements in accordance with HBCU C.A.R.E.S. procedures, with prior written approval from the Executive Director
- Submit travel expense reports within five (5) business days of returning from any trip

Financial Records and Receipt Management - Collect, organize, and maintain all receipts, invoices, and financial documentation in a secure system
- Ensure receipts are submitted within five (5) business days of any purchase or transaction
- Maintain a running expense log to support bookkeeping and audit readiness
- Coordinate with the Executive Director on purchase approvals, vendor payments, and reimbursements

Reporting - Submit daily check-ins confirming task status, priorities, and availability Prepare and submit weekly status updates, bi-weekly progress reports, and monthly performance reports per the established schedule
- Update the centralized contact log and Google Drive organization on an ongoing basis

Qualifications Required - Bachelor's degree in business administration, communications, nonprofit management, or a related field — or equivalent professional experience
- Minimum of two (2) years of experience in an executive assistant, office manager, or operations coordinator role
- Strong written and verbal communication skills with a high level of professionalism
- Proficiency in Google Workspace (Drive, Gmail, Calendar, Docs, Sheets)
- Experience managing databases, contact lists, or CRM systems
- Ability to manage multiple priorities simultaneously with excellent attention to detail
- Comfort with travel and flexibility to attend evening and weekend events as required
- Demonstrated commitment to confidentiality and organizational integrity

Preferred - Experience working in a nonprofit, education, or mission-driven organization
- Familiarity with HBCU culture, history, or higher education landscape
- Experience supporting a C-suite executive or organizational leader
- Knowledge of event coordination, vendor management, or logistics planning
- Experience with email marketing platforms and CAN-SPAM compliance