Executive Administrative Assistant to the CEO and the Senior Leadership Team at a growing, mission-driven organization.
Executive Administrative Assistant
WeCode KC · Kansas City, MO · Full-Time
This is a rare opportunity to sit at the center of a growing, mission-driven organization and help it run. The Executive Administrative Assistant is the operational backbone of WeCode KC's CEO office and the connector who makes sure our partners and community members feel seen, organized, and ready to show up. If you love creating order out of complexity, building relationships that matter, and knowing that your work directly makes it possible for hundreds of young people to learn and grow — this role was built for you.
Reports to: CEO Full-Time On-site, Kansas City, MO Background check required
The Role
The Executive Administrative Assistant provides comprehensive administrative support to the CEO and the Senior Leadership Team. This role is the first point of contact for the organization — internally and externally — and plays a critical part in ensuring that WeCode KC's operations, communications, and community relationships function at the highest level. The ideal candidate is exceptionally organized, deeply relational, and excited about the operational side of building something that matters.
Administrative Support
• Manage the day-to-day operations of the CEO's and the Senior Leadership Team offices — calendar, communications, meeting logistics, and priority management
• Serve as the primary point of contact for the organization, triaging all incoming inquiries and directing them appropriately
• Prepare board meeting materials including agendas, presentation decks, minutes, and supporting documents
• Track high-priority organizational initiatives and flag opportunities and obstacles to the CEO proactively
• Handle bookkeeping tasks, reimbursable grants, expense tracking, bill payment, and office supply management
• Maintain and organize all organizational files, records, and documentation systems
• Coordinate insurance coverage for staff and the organization
• Assist with donor database management and donor communications including appeal and thank-you letters
• Reimbursable grant oversight: Track every cost-reimbursement grant from award through closeout, including award amounts, budget lines, allowable-cost rules, reporting deadlines, and reimbursement request schedules.
• Review expenses charged to reimbursable grants for allowability, correct coding, and complete backup documentation (invoices, receipts, payroll and time-and-effort records, proof of payment) before they are submitted for reimbursement.
• Prepare reimbursement requests and supporting documentation for CEO review and approval; submit approved requests to funders on schedule.
• Create, document, and maintain a central SOP library for recurring organizational processes, including: expense submission and approval, purchasing and bill payment, grant reimbursement requests, board packet preparation, event and program logistics, donor gift acknowledgment, onboarding and offboarding, and records retention.
• Write SOPs in a consistent format (purpose, owner, steps, tools, timelines, and escalation points), test them with the staff who use them, and review each at least annually.
• Train staff on new and updated procedures and identify processes that are undocumented, inconsistent, or creating risk.
• Maintain and organize all organizational files, records, and archives in a consistent, searchable filing system.
• Manage the tracking, reporting, and secure storage of program data.
Programs & Events
• Coordinate planning and day-of logistics for flagship programs, special events, student showcases, and community gatherings
• Coordinate WeCode KC's presence at community tabling events
• Assist with scheduling tours, field trips, and partner site visits
• Manage the tracking, reporting, and storage of program data
Communications
• Assist with print and electronic communications, including newsletters, social media updates, and web copy
• Coordinate bulk mailings and maintain organizational archives
• Support donor stewardship communications in partnership with the CEO
HR Support
WeCode KC partners with e2E for HR services. The Executive Administrative Assistant serves as the onsite connector for new hires and staff, while e2E remains the organization's HR authority and advisor for employment-related matters.
New Hire Onboarding & First-Day Orientation
• Prepare the new employee's workspace, office access, keys/badges, supplies, and other first-day logistics; welcome them on Day 1 and serve as their onsite point person
• Lead office tours (restrooms, break areas, meeting rooms, emergency exits, parking) and introduce the employee to staff members
• Review the organizational chart, reporting relationships, and the employee's first-day/first-week schedule
• Explain basic office norms — hours, lunch, dress expectations, shared spaces, meetings, and procedures
• Coordinate welcome lunches, team introductions, and other onboarding activities
• Check in with the employee at the end of Day 1 and during the first week to confirm they have what they need
Internal Systems & HR Partner Orientation
• Walk new employees through day-to-day systems — email, shared drives, Teams, calendars, phone and conference-room technology — and where to find forms, templates, policies, and shared resources
• Explain internal communication practices and coordinate with IT or vendors on equipment, system access, and troubleshooting
• Maintain internal staff directories, organizational charts, and contact lists
• Introduce employees to e2E, WeCode KC's HR partner, and explain that routine office and administrative questions go to the Executive Administrative Assistant, while employment-related questions — benefits, payroll, PTO/leave, policy, performance, or other confidential matters — go to e2E, including how and who to contact
Ongoing HR Administrative Support
• Notify e2E of new hires, terminations, and employee changes (address, manager, etc.) via the Employee Change Form
• Coordinate onboarding schedules with managers and e2E, and track upcoming start dates to ensure onboarding tasks are completed
• Distribute HR communications prepared by e2E and help employees locate HR forms, policies, and benefit information
• Schedule employee meetings, HR trainings, benefits meetings, and performance-review meetings
• Coordinate onsite employee events, celebrations, recognition, and culture-building activities
• Maintain office emergency/contact information and help ensure required workplace postings remain displayed
• Flag employee questions or issues to e2E rather than attempting to resolve matters that require HR expertise
Offboarding Support
• Coordinate return of keys, badges, equipment, credit cards, and other organizational property
• Coordinate with IT regarding system and access termination, and notify appropriate internal staff and vendors of the departure
• Update staff directories and organizational charts, and coordinate workspace cleanout and return of personal belongings
• Confirm completion of the offboarding checklist and communicate completion to e2E
The Executive Administrative Assistant supports HR administration and the onsite employee experience — this role does not function as WeCode KC's HR professional. Complaints, harassment or discrimination concerns, performance and disciplinary matters, terminations, accommodations, leave (including FMLA/medical leave), wage-and-hour issues, policy interpretation, investigations, and other sensitive or confidential HR matters are escalated to e2E rather than handled independently.
What You Bring
• 10+ years of professional experience, preferably in a nonprofit, education, or youth-serving organization
• Proven experience providing high-level administrative support to C-suite or senior executives
• Exceptional organizational skills and the ability to manage multiple priorities simultaneously without dropping details
• Outstanding written and verbal communication skills — you write clearly, respond promptly, and represent the organization with warmth and professionalism
• Experience building and maintaining relationships with community organizations and corporate partners
• Proficiency with Microsoft Office Suite and Google Workspace; comfort learning new tools quickly
• Strong problem-solving skills and the good judgment to know when to act independently and when to escalate
• A genuine passion for executive support as a long-term career path, and enthusiasm for growing within the profession
• A genuine commitment to WeCode KC's mission and the communities it serves
Compensation & Benefits
WeCode KC offers a competitive nonprofit salary commensurate with experience.
WeCode KC offers a comprehensive benefits package:
• Health, Dental & Vision Insurance: Employer-sponsored medical, dental, and vision coverage available to all full-time employees
• Short-Term Disability Insurance: Employee-paid short-term disability coverage to protect your income when life happens
• Life Insurance: Employee-paid life insurance policy available to all full-time staff
• 403(b) Retirement Plan: Access to a 403(b) retirement savings plan — because your future matters. Employer match is not available at this time, but the plan is yours to grow
• Paid Time Off: Generous PTO policy to rest, recharge, and show up as your whole self
• 10 Paid Holidays: Ten paid company holidays per year so you can celebrate the moments that matter
• Innovative Culture: Join a small, mission-driven team that moves fast, thinks boldly, and genuinely believes that education changes everything — you will never be just a number here
WeCode KC is an equal opportunity employer committed to building a diverse, inclusive team. We strongly believe our organization is strengthened by the perspectives and talents of all backgrounds. Candidates from underrepresented communities are strongly encouraged to apply.
$68,000 - $80,000 per year