Here Tomorrow Inc Executive Assistant Neptune Beach, FL · Full time

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On April 19, 2019, Joe Kenney lost his son Gary, age 30, to suicide. Prior to Gary’s death, Joe did everything he could to help Gary who was battling severe depression. When he and his son needed help the most, Joe encountered a healthcare system that was not equipped to advise him or help him keep Gary safe. He couldn’t find any help; he didn’t know where to go or what to do – and he felt he knew everybody. On the day of Gary’s funeral Joe made a decision. He decided to, again, create something that did not exist before, an entity designed to be there for people who are feeling hopeless and families that have no place to turn to for help. Spurred to action by this greatest of loss, Joe set out to solve the most vexing problem of all, preventing suicide. When Here Tomorrow opened its doors in 2021, Joe thought, if Here Tomorrow can ensure that one son, one father, one brother, or one sister is here with us tomorrow, it would all be worth it. The Here Tomorrow Team is now connecting daily with people who are seriously contemplating suicide and offering real help when the stakes are highest.

Position Summary

The Executive Assistant serves as a trusted partner to the Chief Executive Officer while providing administrative and operational support to the Development Team. This highly organized and proactive professional ensures the efficient functioning of executive operations, board activities, fundraising initiatives, and donor stewardship efforts.

The ideal candidate is detail-oriented, relationship-focused, highly confidential, and thrives in a fast-paced environment where priorities shift quickly. This position plays a critical role in helping advance Here Tomorrow’s mission by supporting leadership and strengthening donor relations.

Essential Responsibilities

Executive Support

• Manage CEO calendar, scheduling, and meeting coordination.
• Prioritize and coordinate internal and external appointments.
• Prepare agendas, meeting materials, presentations, and briefing documents.
• Draft correspondence, reports, presentations, and executive communications.
• Coordinate travel arrangements and itineraries.
• Track deadlines, follow-up items, and strategic initiatives.
• Serve as a liaison between the CEO and internal/external stakeholders.
• Maintain confidentiality regarding sensitive organizational information.
• Support preparation of grant presentations, legislative meetings, and community partnership meetings.
• Coordinate Board of Directors and committee meetings.

Development & Fundraising Support

• Provide administrative support to the Development Department.
• Assist with donor cultivation, stewardship, and recognition activities.
• Maintain donor records and database accuracy.
• Prepare donor acknowledgement letters and tax receipts.
• Coordinate donor meetings and follow-up activities.
• Assist with sponsorship tracking and fundraising campaigns.
• Generate reports and fundraising dashboards as requested.

Administrative Operations

• Manage office supplies and administrative systems.
• Organize electronic and physical filing systems.
• Support contract administration and document management.
• Assist with special projects and organizational initiatives.
• Coordinate organizational calendars and key deadlines.
• Maintain accurate records and ensure compliance with organizational policies.

Qualifications

Education

• Associate degree required.
• Bachelor’s degree preferred in Business Administration, Nonprofit Management, Communications, Public Administration, or related field.

Experience

• Minimum 3 years of executive administrative support experience required.
• Experience supporting senior executives, nonprofit leaders, or development teams preferred.
• Experience coordinating meetings, events, and donor relations preferred.
• Experience working with boards of directors strongly preferred.

Knowledge, Skills, and Abilities

• Exceptional organizational and project management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously.
• Strong interpersonal and relationship-building abilities.
• Demonstrated professionalism and discretion.
• Ability to work independently and anticipate organizational needs.
• Strong customer service orientation.
• Commitment to Here Tomorrow’s mission and values.

Technical Skills

Proficiency with:

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• CRM/Donor Management Systems (Salesforce, Bloomerang, Raiser’s Edge, or similar)
• Virtual meeting platforms
• Calendar management software
• Basic report generation and data tracking

Preferred Qualifications

• Experience in nonprofit fundraising environments.
• Experience supporting C-suite executives.
• Experience with donor stewardship and event coordination.
• Familiarity with grant administration and reporting processes.

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Occasional lifting of materials up to 25 pounds.
• Ability to attend occasional evening and weekend fundraising events.

This position will require screening through the Clearinghouse. The Care Provider Background Screening Clearinghouse Education and Awareness website is https://info.flclearinghouse.com.