Executive Assistant

Key Responsibilities

• Provide high-level administrative support to the CEO and executive leadership.
• Manage the CEO's daily calendar, appointments, meetings, and priorities.
• Draft and prepare professional correspondence, presentations, reports, and executive communications.
• Screens calls, monitor voicemail, and respond appropriately.
• Prepare meeting materials, briefing documents, reports, and informational packets.
• Welcome board members, donors, community partners, and visitors with professionalism and hospitality.
• Cook up meeting logistics, room setup, catering, refreshments, and materials.
• Maintain confidential records and sensitive information with the highest level of discretion.
• Board of Directors Support
• Coordinate all Board of Trustees meetings and related governance activities.
• Prepare agendas, board packets, minutes, and supporting documentation.
• Manage meeting logistics and follow-up communications.
• Maintain accurate board records and confidential files.
• Track board action items and ensure timely follow-up.
• Calendar & Scheduling Management
• Manage a highly complex executive calendar with multiple competing priorities.
• Schedule internal and external meetings while balancing strategic initiatives, donor meetings, community partnerships, and organizational events.
• Cook up meeting confirmations and ensure agendas and supporting materials are distributed in advance.
• Build schedules that include adequate travel time, meeting preparation, and buffer time between appointments.
• Ensure calendar entries include locations, participant information, parking instructions, reservation details, and other logistical information.
• Review upcoming schedules proactively to identify key meetings, events, and deadlines.
• Email & Communication Management
• Monitor executive email throughout the workday.
• Respond to scheduling requests and meeting invitations on behalf of the CEO.
• Prioritize communications requiring executive attention.
• Route correspondence to appropriate departments as needed.
• Email inboxes, folders, categories, and filing systems.
• Manage newsletters, subscriptions, and routine correspondence to maintain an organized inbox.
• Project & Task Management
• Maintain executive task lists and monitor organizational priorities.
• Cook up follow-up items resulting from meetings and conversations.
• Track deadlines across departments and ensure timely completion of assignments.
• Prepare weekly executive briefing folders with pending approvals, follow-up communications, upcoming meetings, travel details, and organizational priorities.
• Records & Administrative Operations
• Maintain executive contact databases and distribution lists.
• Organize electronic and physical filing systems.
• Prepare and submit expense reports and mileage reimbursements.
• Maintain accurate records of executive meetings and organizational interactions.
• Travel Coordination
• Cook up domestic and international travel arrangements.
• Book airfare, hotels, rental vehicles, and ground transportation.
• Prepare detailed travel itineraries and supporting documentation.
• Ensure travel schedules, reservations, and meeting details are reflected on the executive calendar.
• Cook up conference registrations and travel logistics across multiple time zones.
• Event Planning & Coordination
• Cook up executive participation in fundraising events, board meetings, community outreach events, and organizational programs.
• Organize invitations, RSVPs, catering, venue logistics, audiovisual needs, and event materials.
• Prepare executive briefing documents, talking points, and event schedules.
• Cook up employee recognition events and executive-hosted gatherings.
• Partner with internal teams to ensure successful planning and execution of special events.

  Qualifications

  • Bachelor's degree preferred or equivalent combination of education and experience.
  • Minimum of 5 years of experience supporting C-level executives or senior leadership.
  • Previous experience working within a nonprofit organization or other mission-driven environment is strongly preferred.
  • Exceptional organizational, planning, and multitasking skills.
  • Excellent written and verbal communication abilities.
  • Strong attention to detail with the ability to manage multiple priorities simultaneously.
  • High level of professionalism, discretion, and integrity when handling confidential information.
  • Advanced proficiency with Microsoft Office Suite, Outlook, and executive calendar management.
  • Experience coordinating board meetings, executive travel, and special events.

  Preferred Skills

  • Executive calendar management
  • Board governance support
  • Executive communications
  • Event planning and coordination
  • Travel management
  • Budget tracking and expense reporting
  • Project coordination
  • Relationship management
  • Donor and stakeholder engagement
  • Administrative operations

  Work Schedule

  This is a fully on-site position supporting executive leadership in person. While the standard schedule is Monday through Friday during normal business hours, flexibility is essential. Because this is a nonprofit organization that hosts board meetings, fundraising events, community programs, and other special initiatives, the Executive Assistant to the CEO will occasionally be expected to work evenings and weekends to support special events, executive meetings, or organizational functions. Advance notice will be provided whenever possible.

  Why Join Our Team?

  As a mission-driven nonprofit organization, we are committed to creating meaningful impact through collaboration, innovation, and service. The Executive Assistant to the CEO plays an integral role in supporting executive leadership and helping the organization achieve its strategic goals. This position offers the opportunity to work closely with the CEO, Board of Trustees, leadership team, donors, and community stakeholders while contributing to initiatives that make a lasting difference. If you are a proactive professional who thrives in a dynamic environment and enjoys supporting executive leadership at the highest level, we encourage you to apply for this Executive Assistant to the CEO opportunity.