Executive Assistant

About the role

As our Executive Assistant, you'll be the backbone of our Senior Leadership Team and Board of Directors. You're a proactive problem-solver who anticipates needs, keeps the organization running smoothly, and ensures our leaders can focus on their mission-critical work. This role is equal parts high-touch administrative support and strategic coordination. You'll manage calendars, prepare board materials, facilitate planning processes, and handle the details that keep a mission-driven organization moving forward with confidence. Your mission: Enhance our Senior Leadership Team's productivity, efficiency, and effectiveness through proactive administrative and logistical support, while managing governance for our Board of Directors.

You'll know you're successful when: Senior Leaders spend minimal time on logistics and administration—confident it's handled accurately; Board and subcommittee meetings run productively, with all materials and logistics handled seamlessly; Board packets, agendas, and minutes are complete, accurate, and delivered on schedule before every meeting.

Responsibilities

• Administrative Support
  • Manage calendars for Senior Leaders and coordinate internal and external meetings
  • Code expense receipts into Bill.com and handle financial logistics
  • Arrange travel and conference registrations
  • Anticipate needs and solve problems before they arise
  • Provide responsive support that requires minimal follow-up
• Strategic Projects Support
  • Support Senior Leadership communications by tracking action items, drafting emails, and creating slide decks
  • Facilitate yearly strategic planning process—gathering updates, synthesizing new goals, and ensuring alignment across teams
  • Collaborate with marketing and senior leadership to keep ambitious projects on track
• Board Governance
  • Prepare materials, agendas, packets, and minutes for Board meetings and subcommittees
  • Manage the organization's BoardEffect platform—posting meetings, maintaining documents, issuing votes
  • Coordinate Board onboarding and offboarding, including orientation materials and access management
  • Collect signatures, circulate documents, and coordinate remote votes on resolutions
  • Maintain comprehensive Board and leadership documentation (membership records, resolutions, organizational documents)

Qualifications

• Self-starter: energetic, solution-oriented, thrives working independently with little supervision
• Detail-oriented: highly organized with meticulous attention to accuracy and completeness
• Exceptional communicator: clear and professional in writing and conversation; able to maintain confidentiality
• Responsive and resourceful: anticipates needs, exceeds expectations, loves solving problems
• Flexible and adaptable: adjusts quickly to changing priorities, handles complexity with ease
• High standards: expects work to be nothing short of the best
• Great listener: connects easily with staff, understands different viewpoints, collaborates effectively