Book Harvest—an award-winning nonprofit dedicated to providing books for every child, support for every parent, and literacy for every community—is seeking a team member to provide direct administrative and research support to the CEO and COO and to those they collaborate with as needed.

This is a full-time non-exempt position based in Durham, North Carolina

Salary and Benefits: Starting salary of $41,280 - $44,613 commensurate with qualifications and experience. Benefits include 100% employer-sponsored, gold-level health care and short-term disability insurance, elective dental and vision insurance, 401(k) with 3% contribution, generous PTO, wellness and professional development funds, paid family leave, a flexible work schedule, purposeful workplace culture, and more.

To Apply: Apply online. The hiring process includes written application questions, reference checks, a brief work sample, and 1-3 live interviews.

Priority Deadline: 5/26/2024 Applications received after this date are not guaranteed review.

Target Start Date: 5/29/2024

We believe those who are affected most by literacy injustice must be centered in the work that we do, inside and out. We prioritize applications from individuals who have lived experiences of our programs or who come from the communities we serve, and we strongly encourage applications from candidates who identify as Black, Latinx, Indigenous or as a Person of Color; people with lived experience of poverty; LGBTQ+ individuals; people with disabilities; and others who may not have seen themselves reflected in books and stories as a child.

Organization Overview

Book Harvest is internationally recognized for its work to transform children's literacy. Since 2011, Book Harvest has provided more than 2 million books to families in North Carolina, ensuring that parents have the tools and power to ignite and strengthen their children's literacy. With programs that are grounded in evidence, Book Harvest believes that literacy starts at birth, in the home, powered by parents, and nourished by books.

With Durham, North Carolina as our flagship location, we are actively replicating and expanding our work throughout North Carolina and across our country. Our vision is of a world in which reading, learning, and access to information are considered rights, not privileges, so that all children thrive. We hold an unshakable commitment to justice, equity, and equal opportunity for all people. To progress towards this vision, we strategically structure our programs and operations in service to Diversity, Equity, Belonging, Inclusion, anti-racism, and challenging the status quo.

Position Overview

The Executive Assistant is an integral part of our Book Harvest team who provides direct administrative and research support to the CEO and COO and to those they collaborate with as needed.

The Executive Assistant is a superbly organized individual who communicates clearly, collaborates well, leads with professionalism, demonstrates meticulous attention to detail, and consistently represents the culture and core values of Book Harvest to our community. They must be technologically savvy and familiar with various management systems, Adobe, Microsoft Office, Zoom, and Google Suite.

The Executive Assistant is based out of the Book Harvest national office at 2501 University Dr. in Durham, NC. They report to the Chief Executive Officer (CEO) and work closely with other members of senior leadership. Typical work hours span Monday-Friday, fully on-site. Will require some occasional evenings, Saturdays, and travel within and outside of Durham.

Responsibilities

The responsibilities for this position include, but are not limited to, the following activities:

Administrative Support (30%)

Track CEO and COO commitments, goals, projects, tasks, and deadlines through to successful completion.
Coordinate and maintain CEO and COO schedules, make appropriate meeting arrangements including agenda preparation, and assist with travel arrangements as necessary.
Attend select meetings, take notes, capture action items, and assist the CEO and COO in prioritizing, tracking, and delegating action items.
Assist senior leadership in preparing for select internal and external meetings, including gathering content, research, and preparing reports, and as needed preparing new materials, policy briefings, talking points, and/or presentations.
Manage an organization-wide conference schedule; track staff attendance, presentations, and exhibits; assist with registration and correspondence with conference organizers; assist with the assembling of materials for conferences, as needed.
Maintain systems for managing large amounts of information (electronic and paper), organizational record keeping, and reporting; this includes the organization of files often needed and used by the CEO and COO.
Assist in managing and updating the Book Harvest website as needed.
Produce a weekly internal e-newsletter for staff summarizing updates and events.
Assist the CEO, COO, and their teams with simple administrative tasks.
Keep impeccable and timely meeting notes and records.

Research Support (20%)

Support the CEO and COO by conducting and sharing research on a variety of topics, including early literacy studies and findings; webinars; demographics; and overviews of locations under consideration for expansion.
Summarize research findings and provide recommendations and briefings to the CEO, COO, and other members of the team as appropriate.

Development Assistance and External Support (25%)

In collaboration with the Department of External Relations and its staff, support and contribute to all aspects of twice-yearly fundraising appeals, including preparing and addressing envelopes, coordinating lists, and assembling mailings.
Assist in mailing annual impact reports to several hundred key stakeholders each year.
In collaboration with the CEO and Director of Development, conduct and/or compile research on funder prospects.
Assist as needed in preparing grant reports and reports to funders.
Assist in creating content to share with funders and in delivering it, typically in highly personal ways coordinating individual notes from the CEO and customized emails).
Assist with occasional events to engage with funders and with events for board and staff, including arranging for invitations, ordering food, and securing space.
Share our mission and vision with the larger community in an enthusiastic and knowledgeable way.

Board of Directors Administration (10%)

Assist the CEO in preparing pre-reading materials and agendas for quarterly board meetings.
Schedule board and board committee meetings in coordination with the CEO and Board members.
Prepare all logistics for virtual and/or in-person board meetings; work with venues and assist board members with travel arrangements as needed.
Ensure advance distribution of materials before meetings and collection of any requested materials from board members, such as annual conflict of interest forms.
Take board meeting notes and assist with the preparation and dissemination of official meeting minutes.

General Administration (15%)

As part of a learning team, participate in regular Book Harvest staff meetings, one-on-one supervisory meetings, and departmental meetings;
Sustained contribution to organizational diversity, equity, belonging, and inclusion (DEBI) efforts;
Participate in recruiting and hiring processes across the organization;
Contribute to the preservation and development of institutional knowledge;
Professional development opportunities as provided and recommended annually.

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