Executive Assistant

The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.

About Bastion Community of Resilience

Bastion Community of Resilience is a 501(c)(3) nonprofit organization that builds communities of connection and person-centered care to empower veterans and their families to achieve resilience and whole health. We are America’s first intentional community for injured veterans and families. We deliver meaningful opportunities that make a difference in the lives of veterans by providing a supportive, therapeutic, and empowering environment.

The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.

Essential Functions & Responsibilities

Administrative & Communication Support

• Serve as the primary point of administrative coordination for the Executive Director,

anticipating needs and resolving logistical issues before they escalate.

• Manage complex calendars, schedule internal and external meetings, and prepare

agendas, briefing materials, and follow-up action items.

• Maintain and continuously improve organizational systems, including digital and

physical filing, shared calendars, sign-in sheets, and document management platforms

(Dropbox, G Suite).

• Draft, proofread, and distribute internal and external correspondence on behalf of

leadership with a high degree of professionalism and accuracy.

• Coordinate logistics for board meetings, staff meetings, and organizational events,

including venue setup, materials preparation, and minute-taking as needed.

• Serve as a welcoming and professional first point of contact for visitors, partners,

and stakeholders, reflecting Bastion's values in every interaction.

Facilities & Supplies Management

• Oversee procurement, organization, and inventory of office supplies and campus

equipment, ensuring availability without overspending.

• Coordinate property maintenance, including lawn care scheduling, vendor

management, and contractor oversight, in alignment with organizational priorities.

• Monitor and maintain orderly storage areas across campus in partnership with the

Residential Community Coordinator.

• Serve as the primary liaison for vendor and service provider relationships, obtaining

competitive quotes and tracking service agreements.

• Identify opportunities to improve campus operations and proactively bring solutions

to leadership.

Financial & Operational Support

• Assist with financial processing tasks, including accurately logging, coding, and

depositing checks in accordance with internal controls.

• Track and reconcile staff timesheets, flagging discrepancies and supporting payroll

preparation as directed.

• Support grant reporting and program documentation efforts by compiling data and

preparing reports as requested by leadership.

• Assist with onboarding logistics for new staff, volunteers, and program participants.

Education, Experience & Qualifications

Required

• Minimum 2 years of experience in administrative support, executive assistance, or

operations, preferably in a nonprofit or mission-driven setting.

• Demonstrated ability to manage competing priorities, meet deadlines, and maintain

meticulous attention to detail in a fast-paced environment.

• Proficiency with Microsoft Office Suite, Google Workspace (G Suite), Salesforce,

and Dropbox.

• Excellent written and verbal communication skills, with the ability to communicate

professionally across diverse audiences.

• Strong interpersonal skills with a collaborative, service-oriented approach to

teamwork.

• High level of discretion and integrity when handling sensitive or confidential

information.

Preferred

• Experience working with or supporting veterans, military families, or human services

programs.

• Familiarity with nonprofit financial processes, including check processing, expense

reporting, or grant administration.

• Demonstrated ability to build and maintain vendor and community partner

relationships.

Organizational Alignment

• Deep commitment to Bastion's mission of supporting veterans and their families

through community, culture, and purpose.

• Ability to thrive in an evolving, collaborative nonprofit environment and embrace

change with a positive attitude.

• Demonstrated professionalism, reliability, and a strong customer-service orientation

in all interactions.

Salary

$55,000 - $65,000 per year