Executive Assistant

About the role

We are seeking a highly motivated and experienced Executive Assistant to support our leadership team. The Executive Assistant will provide high-level administrative support to multiple senior leaders, including the Chief Business Development Officer, Chief Financial Officer, Chief Revenue Officer, and Executive Director, while also supporting the Marketing and Building departments as needed. This role is responsible for managing executive priorities through calendar coordination, meeting planning, travel arrangements, expense reporting, and document preparation. Additionally, the Executive Assistant facilitates cross-functional communication and coordinates logistics to ensure the seamless execution of key initiatives and organizational objectives.

Essential Duties

• Executive Leadership, Committee, and Board Support
  • Provide comprehensive administrative and operational support to executive leadership
  • Coordinate all aspects of Board, Executive Committee, Finance Committee, and subcommittee meetings to include meeting coordination, minutes, documentation, etc.
  • Administer BoardEffect, including user management, content maintenance, and system support
  • Maintain committee membership lists, distribution groups, and administrative records
  • Provide logistical and administrative support for committee workflows and approvals
  • Support governance activities such as membership voting processes, including coordination of ballots, documentation of results, and updates to governing documents
• Calendar, Scheduling, and Administrative Coordination
  • Manage complex calendars for executive leadership, including recurring meetings, ad hoc scheduling, and conflict resolution
  • Coordinate meetings involving multiple stakeholders, entities, and departments
  • Arrange meeting logistics, including room reservations, catering, and outside consultant visits
  • Support scheduling needs across internal and external partners, ensuring alignment with organizational priorities
• Financial Administration
  • Process and manage invoices through organizational systems
  • Support expense processing and reconciliation through Concur, including credit card transactions, travel expenses, and reimbursements
  • Assist with journal entries and interdepartmental chargebacks as needed
• Document Preparation & Communication Support
  • Draft, proofread, and edit a wide range of documents, including presentations, correspondence, reports, and mass communications
  • Prepare materials for leadership review, meetings, and external distribution
• Miscellaneous Support
  • Provide technology and systems administration support for assigned platforms and applications
  • Coordinate organizational events, special projects, and executive initiatives
  • Support building operations and facilities-related coordination, serving as a liaison with internal stakeholders and external vendors

Requirements

• High school diploma required, bachelor's degree strongly preferred
• 5+ years of experience in executive-level administrative support required
• Expertise with Microsoft Office Suite applications required
• Excellent written and verbal communication skills required
• Experience in academic or healthcare environment is strongly preferred
• Knowledge of nonprofit governance a plus
• Excellent verbal and written communication skills with the ability to originate or draft written correspondence
• Ability to maintain the strictest confidentiality and discretion regarding all information received
• Strong attention to detail with minimal errors in work output is essential
• Ability to work independently and proactively under pressure of multiple deadlines and rapidly changing priorities