Part-Time Executive Assistant

Organization: Guiding Star Wakota
Schedule: Part-Time (20 hours per week)
Compensation: Starting at $25/hour, commensurate with experience
Reports to: Executive Director
FLSA Status: Non-Exempt
Last Updated: March 19, 2026

About Guiding Star Wakota

Guiding Star Wakota is a Catholic, pro-life organization providing wholistic, life-affirming care for women and families. We serve physical, emotional, spiritual, and social needs with compassion and integrity, in alignment with the teachings of the Catholic Church.

Position Summary

This is more than an administrative role. This is an opportunity to serve as a trusted partner to executive leadership in a mission-driven organization making a meaningful impact.

We are seeking a highly organized, proactive, and mission-aligned Executive Assistant to support the Executive Director. The ideal candidate will anticipate needs, manage competing priorities with excellence, and bring clarity and structure to a fast-paced environment.

Your work will directly strengthen leadership, support our team, and advance our mission of serving women and families.

Role Overview

This position functions as a trusted partner to the Executive Director. The right candidate will not simply complete tasks but will help manage priorities, ensure follow-through, and support leadership in operating at a high level.

Key Responsibilities

Executive & Leadership Support

• Manage and prioritize the Executive Director’s calendar, meetings, and follow-ups
• Monitor and respond to communications as directed
• Draft, proofread, and send professional correspondence
• Capture meeting notes, track action items, and ensure timely follow-through

Board & Governance Support

• Coordinate board and committee communications
• Prepare agendas, maintain minutes, and organize governance documents
• Manage board calendars and document archives

Scheduling & Coordination

• Coordinate internal and external meetings (virtual and in-person)
• Manage logistics, materials, and follow-ups
• Support planning for events and key organizational activities

Operations & Administrative Support

• Maintain task lists and support project tracking
• Prepare reports, presentations, and summaries
• Assist with office operations and administrative needs
• Conduct research and compile concise reports

Technology & Systems

• Utilize Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) and Dropbox
• Support systems such as Asana, Salesforce, and Canva
• Maintain organized digital workflows and files

Confidentiality & Professionalism

• Handle sensitive information with discretion
• Uphold organizational policies and Catholic values in all interactions

Top 5 Traits We’re Hiring For

• Anticipates, Doesn’t Wait: Proactively identifies needs and prepares ahead
• Exceptionally Organized: Maintains clarity across multiple priorities
• Clear & Professional Communicator: Represents leadership with excellence
• High Ownership & Follow-Through: Takes responsibility and completes tasks fully
• Mission-Driven & Discreet: Upholds confidentiality and Catholic values

Required:

• 3+ years of executive-level administrative experience
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, Teams)
• Excellent organizational and communication skills
• Ability to work independently and anticipate needs

Preferred:

• Experience in a nonprofit or Catholic organization
• Experience supporting executive leadership
• Familiarity with Salesforce or donor databases
• Event coordination experience

Additional Requirements

• Alignment with and commitment to the teachings of the Catholic Church
• Ability to represent the organization professionally in all settings
• Successful completion of a background check

Growth & Opportunity

This role has the potential to grow in responsibility and scope as the organization continues to expand.

Please submit your resume and a cover letter outlining your interest in the role and alignment with our mission to: autumn@wakota.org