Executive Assistant to CEO

About the role

The Executive Assistant (EA) provides high-level administrative support to the CEO and supports the CEO’s interactions with and management of the executive team, as well as the CEO’s interactions with LIIF’s Board of Directors.

Responsibilities

• Serves as the "gatekeeper" for internal and external constituencies, consulting with the CEO as needed and using discretion to determine appropriate courses of action.
• Schedules and manages a calendar of calls, videoconferences, and in-person meetings, ensuring efficient use of the CEO’s time.
• Maintains the CEO’s contacts in Outlook, as well as all files in the CEO’s electronic folders, via Sharepoint.
• Works closely and effectively with the CEO to keep them well-informed of upcoming commitments and responsibilities, including providing preparatory materials in advance of meetings.
• Maintains tasks and deliverables in Asana related to CEO meetings, activities, and follow-ups.
• Arranges frequent travel, including transportation and lodging, and ensures necessary preparatory materials are obtained in advance.
• Captures and distributes executive team meeting agendas and materials in advance.
• Drafts written and email correspondence on behalf of the CEO.
• Completes special projects as requested by the CEO, which may involve research, analysis, document formatting, and recommendations for action.
• Create PowerPoint presentations as needed.
• Prepares annual department budgets for the Office of the CEO and monitors expenditure, reporting variances as needed.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by the CEO.
• Supports LIIF’s diversity practices by identifying and using women/minority vendors whenever possible.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.
• Performs other related duties as assigned.

Qualifications

• Superior project management skills with the ability to work independently in a fast-paced environment.
• Demonstrated ability to manage complex schedules, travel arrangements, and logistics efficiently.
• High standard for generating quality work with attention to detail, thoroughness, and creativity.
• Strong interpersonal skills, with the capability of working independently and collaboratively as part of a team.
• Advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint; proficiency with Excel, Asana, and Zoom; and familiarity with databases such as Salesforce and expense management systems like Concur.
• Ability and experience with AI tools, primarily MS Co-Pilot
• Strong administrative and organizational skills, excellent verbal and written communication abilities, and the capacity to handle complex logistical arrangements.

Education and Other Requirements

• A bachelor’s degree or equivalent experience is required.
• A minimum of 10 years of comparable experience supporting a C-level executive.
• The position demands excellent attendance, self-motivation, attention to detail, and a high degree of flexibility.
• Travel may be required 2-4 times each year.
• Commitment to LIIF’s mission is essential.
• Financial services experience is preferred and any experience in community related field is not required but is a plus.