Executive Assistant Position

Position Title:  Executive Assistant

Reports To:  President

Status:  Non Exempt

Job Summary

A high level part-time administrative position with Silos & Smokestacks National Heritage Area, a 501c3 non-profit that preserves and tells the story of American agriculture through partnership with 115 sites across NE Iowa.  The variety of duties and responsibilities keep the work interesting and challenging.  Responsibilities include both administrative duties as well as database management duties.  The successful candidate will have the opportunity to help grow the organization’s infrastructure for development, work closely with a board of directors and provide support to a hard-working staff of five. He or she should be self-regulating, possess both reliability and consistency, be able to juggle multiple projects with superb accuracy, be able to learn and problem solve well, and have outstanding organizational skills.  This is a unique opportunity to be part of a dynamic non-profit organization.

This position requires strong communication abilities, computer and data entry skills, flexibility, excellent interpersonal skills, ability to effectively multi-task, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters and data is required.

Primary Responsibilities

Database management duties:

  • Enters information into Raiser’s Edge database (CRM) system including donors, partner sites, board members, new constituents, etc.
  • Serves as lead for the newly acquired Raiser’s Edge NXT system, learning and then providing training and support to other staff using the system.
  • Completes information analysis from Raiser’s Edge for procedures and reports
  • Generates lists using Raiser’s Edge and other sources for direct mail and email solicitations/communications
  • Uses Raiser’s Edge to manage donor activities/events such as birthdays and other special occasions
  • Enters contact reports submitted by President and other staff as requested

Administrative duties:

  • Serves as the front line of contact with the public through answering the phone and greeting visitors and donors.
  • Answers phones promptly and uses good judgment to prioritize the distribution of messages to appropriate staff in a timely manner.
  • Records minutes at various meetings including board and executive committee meetings and archives them accordingly.
  • Prepares and distributes all board meeting materials and assists with the development of presentation materials.
  • Maintain book of corporate documents including bylaws, minutes and all other official papers.
  • Creates and modifies various documents using Microsoft Office programs.
  • Coordinates meetings and conference calls as needed or anticipated including preparing materials.
  • Coordinates meeting and event arrangements including booking space, ordering food, securing insurance, working with vendors etc.
  • Coordinates travel arrangements as needed.
  • Responsible for keeping inventory of all office supplies and placing orders for replenishment as needed.
  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Pick up mail daily and manage distribution including routing circulation materials
  • Coordinates cleaning staff
  • Manages and coordinates schedules and timesheets for student interns.
  • Act as primary contact for, plan for and coordinate all office computer hardware and software, internet access, and networking issues.
  • Performs other duties as assigned


  • Must be computer savvy and proficient in Microsoft Office suite, email, internet and databases.
  • Excellent written and verbal communication skills
  • Detail oriented with good analytical skills
  • Ability to write, speak and interact clearly and professionally.
  • Extremely organized.
  • Strong multi-tasking with ability to work on multiple projects simultaneously
  • Strong time-management skills.
  • Can handle sensitive information with the highest degree of integrity and confidentiality.
  • Minimum of 1-3 years’ experience in office management
  • High School diploma


  • Experience using Raiser’s Edge NXT
  • Associates or Bachelor’s degree

This job is part-time (20-25 hours per week) with limited benefits and does not include health benefits. Hours can be set according to successful candidate’s schedule within the parameters of regular office hours (8 am – 5 pm).  Occasional evening and weekend work to support special events and activities.

Must have a valid driver’s license, reliable transportation and proof of insurance.

Position requires being able to lift up to 25 lbs.

Salary is commensurate with experience.

TO APPLY:  Send a cover letter and resume to:

Regular mail:

ATTN:  Cara Miller

Silos & Smokestacks NHA

P.O. Box 2845

Waterloo, IA  50704-2845

Email:          cmiller@silosandsmokestacks.org