Organization: Guiding Star Wakota Schedule: Part-Time (25 hours/week) Compensation: Starting at $25/hour, commensurate with experience Reports To: Executive Director FLSA Status: Non-Exempt Last Updated: April 22, 2026 About Guiding Star Wakota Guiding Star Wakota is a Catholic, pro-life organization providing holistic, 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. It is an opportunity to serve as a trusted partner to executive leadership in a mission-driven organization. We are seeking a highly organized, proactive, and mission-aligned Executive Assistant to support the Executive Director, with a focus on donor engagement, events, and community building. The ideal candidate anticipates needs, manages competing priorities with excellence, and brings clarity to a fast-paced environment. In this role, you will strengthen leadership effectiveness, support team operations, and advance our mission. You will serve as a strategic partner to the Executive Director, helping manage priorities, ensure follow-through, and engage daily with donors, volunteers, board members, and staff. Key Responsibilities Executive & Leadership Support

Provide daily administrative and operational support to the Executive Director
Manage and prioritize the Executive Director’s calendar, meetings, and follow-ups
Prepare standard and custom CRM reports in a timely manner
Prepare presentations, and summaries
Monitor, draft, proofread, and respond to communications and professional correspondence as directed
Capture meeting notes, track action items, and ensure follow-through
Maintain task lists and support project tracking

Donor Relations & Engagement

Prepare and process donor acknowledgments in a timely manner
Support planning and execution of annual and special events (internal and external)
Maintain and update the Salesforce (CRM) database, including data entry and cleanup

Scheduling & Coordination

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

Technology & Systems

Strong proficiency with Microsoft Office suite, especially Word and Excel, as well as Dropbox

Support systems such as Asana, Salesforce, and Canva
Maintain organized digital workflows and file systems

Confidentiality & Professionalism

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

Top Traits We’re Hiring For

Proactive Mindset: Anticipates needs and prepares ahead
Exceptional Organization: Maintains clarity across multiple priorities
Strong Communicator: Represents leadership with professionalism and clarity
Ownership & Follow-Through: Takes responsibility and completes tasks thoroughly
Mission-Driven & Discreet: Upholds confidentiality and Catholic values

Qualifications Required

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

Preferred

Experience in a nonprofit or Catholic organization
Familiarity with Salesforce or donor databases
Event coordination experience
Donor relations experience

Guiding Star Wakota

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