Apply for OPEN POSITIONS

Bring your professional talents to a space where history meets future opportunity. At the Impact Center, our staff members are the driving force behind multi-generational programs, educational partnerships, and regional growth. Explore our open positions to build a career that creates a measurable, daily impact right here on Virginia's Eastern Shore.

To apply, please review the available job descriptions, fill out the job application form below and email your resume and cover letter to wweeks@ccimpactcenter.org. For additional questions, contact us.

Job Description: Executive Assistant

Position Type: Full-Time, 40 hours/week, Non-Exempt

Reports To: Executive Director

Location: Cape Charles, Virginia — On-Site

Salary Range: $40,000 – $45,500 annually, plus benefits

Position Summary

The Executive Assistant provides high-level administrative and operational support directly to the

Executive Director, ensuring the smooth day-to-day functioning of the Executive Director's office and The Impact Center. This is primarily an administrative role: the majority of the position is dedicated to executive support, scheduling, correspondence, records, and office operations. A smaller portion of the role supports day-to-day communications and light program logistics, working alongside the Executive Director and community program partners. 

Time Allocation (Guideline)

• Approximately 70% — Executive & Administrative Support

• Approximately 30% — Communications & Program Support

This ratio is a planning guideline, not a rigid rule, and will be reviewed with the incoming hire at 90

days.

Key Responsibilities

Executive & Administrative Support (Core)

• Collect, sort, and scan incoming mail
• Coordinate Board and Executive Committee meeting logistics, materials distribution, and follow-up items
• Coordinate weekly staff meetings and distribute notes/action items
• Draft and file incident reports as needed
• Maintain and organize the Dropbox filing system and organizational records
• Maintain and update the contact database (Outlook) on a bi-weekly basis
• Maintain the master calendar (events, rentals, programs, maintenance) and attach it to the Executive Director's weekly Board report
• Manage the Executive Director's calendar, scheduling, and correspondence
• Process incoming invoices and bills, route for approval, and coordinate payment with the bookkeeper/accountant per the organization's invoicing protocol
• Provide general administrative support for grant and donor recordkeeping (e.g., assisting with donor database updates and thank-you letter preparation)
• Support staff scheduling for events and rentals
• Support technology and licensing administration (e.g., Zoom, Microsoft Office) under the Executive Director's direction

Communications & Program Support (Secondary)

• Assist with event and program registration tracking and confirmations
• Capture program metrics and outcomes data (e.g., attendance, participation, and reporting figures) for use in Board reports, grant reporting, and organizational records
• Help track post-event and program feedback/satisfaction data for reporting
• Manage weekly social media posting and track basic engagement metrics
• Perform monthly website updates, including the reservation/booking page
• Prepare the quarterly newsletter — drafting, formatting, and distribution
• Support day-of logistics for programs and events as scheduled (bounded, pre-planned support — not primary program delivery)
• Other duties as reasonably expected within the scope of this position

Qualifications

• 2 years of experience in an executive assistant, office manager, or senior administrative role, ideally supporting a director-level leader
• Clear, professional written communication for Board materials, newsletters, and donor correspondence
• Comfortable preparing and formatting presentations (e.g., Board or donor materials) using PowerPoint
• Comfortable working in a small-team, nonprofit environment where priorities shift day to day
• Nonprofit, small-office, or hospitality/events administrative background preferred but not required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with strong working knowledge of spreadsheets and database management
• Strong general technology aptitude, including familiarity with Dropbox, Canva, basic social media/website platforms, and the ability to learn new systems quickly
• Strong organizational skills and comfort managing competing deadlines independently

Equal Opportunity Employer

The Impact Center is an equal opportunity employer. We do not discriminate on the basis of race,

color, religion, creed, sex, national origin, age, disability, veteran status, sexual orientation, gender

identity, or any other status protected by applicable federal, state, or local law. All qualified applicants will receive consideration for employment without regard to these characteristics. The Impact Center is committed to providing reasonable accommodations to qualified individuals with disabilities; if you require an accommodation to participate in the application or interview process, please contact the Executive Director at wweeks@ccimpactcenter.org.