Executive Assistant

Duties and Responsibilities

• CEO Office Management
• Manage the CEO’s complex calendar, ensuring effective prioritization and scheduling that reflects strategic priorities and organizational needs.
• Draft, edit, and manage correspondence, emails, talking points, and other communications on behalf of the CEO; respond to inquiries and follow up as needed.
• Represent the CEO in communication with internal and external stakeholders; serve as a gatekeeper and liaison to senior leadership, staff, donors, partners, and board members.
• Prepare internal and external briefings and reports.
• Cook up and document key decisions and follow-up actions.
• Coordinate and attend meetings, take confidential notes, and document key decisions and follow-up actions.
• Oversee logistics for CEO-led meetings, retreats, events, and public engagements.
• Executive Team Support
• Maintain and foster strong trusting relationships with Executive and Senior Leadership Team.
• Establish and maintain annual Executive Team meeting schedule in conjunction with various department initiatives and meetings.
• Develop and distribute meeting agendas, materials, and briefing documents.
• Document and track follow-up items and ensure alignment with strategic priorities.
• Monitor executive performance and operational goals in partnership with the CEO and leadership team.
• Board of Directors Support
• Plan and coordinate all Board of Directors meetings, including materials preparation, agenda development, and distribution of minutes.
• Manage annual board and committee meeting schedules, support logistics for retreats, orientation sessions, and special events.
• Ensure board resources, manuals, and onboarding materials are current and accessible.
• Special Projects and Strategic Initiatives
• Lead and coordinate special projects assigned by the CEO, including cross-departmental initiatives and strategic planning efforts.
• Conduct research, analyze data, and synthesize findings to support executive decision-making.
• Develop action plans and manage implementation timelines, deliverables, and outcomes.

Qualifications

• Education: Associate’s degree required. Bachelor’s degree in business administration, communications, or a related field preferred.
• Experience: 2–4 years of executive support or project management experience, preferably in a fast-paced, complex nonprofit, public, or corporate setting.

Schedule Requirements

• Monday through Friday during standard business hours.
• This role may occasionally require evening and weekend availability to support events, deadlines, and organizational priorities.

Skills

• Exceptional organizational and project management skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Advanced proficiency in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint.
• Strong communication skills: verbally, written, and interpersonal—with an ability to communicate clearly with diverse audiences.
• High emotional intelligence, discretion, and professionalism in handling confidential and sensitive matters.
• Proactive and solution-oriented, with the ability to anticipate needs, adapt to changing priorities, and take initiative.
• Excellent attention to detail, with a commitment to high-quality, accurate work.
• Relationship builder, able to foster trust and collaboration across teams and with external partners.
• Comfortable managing upward and engaging with senior executives, board members, and stakeholders.
• Demonstrated commitment to Our House’s mission, values, and goals.

Physical Requirements

• Ability to lift and carry up to 30 pounds.
• Prolonged sitting and typing are required.
• Regular use of hands and arms to operate standard office equipment.

Health Requirements

• Proof of Tuberculosis (TB) test clearance required prior to employment.
• Must comply with any additional health screenings or vaccinations required by Our House or other regulatory agencies.

Work Environment

• Team-oriented environment with regular communication across departments.
• Fast-paced, collaborative, and service-oriented, supporting both internal staff and organizational initiatives.

Salary Statement

The estimated salary range reflects an anticipated range for this position. The actual salary offered is determined by considering each candidate's knowledge, skills, abilities, years of relevant experience, specific and unique skills, level of education attained, and certifications or other professional licenses held.