Sr. Executive Asst. CEO

Basic Function

The Sr. Executive Assistant to the CEO provides high-level administrative and strategic support to the Chief Executive Officer. This role involves a wide range of duties, including managing calendars and schedules, coordinating executive communications, supporting board of directors’ governance and activities, reporting and analysis, managing expenses, scheduling, developing presentations, ensuring smooth daily operations of the executive office, and assisting in coordinating various internal and external activities for the agency.

Principal Duties/Responsibilities

• Executive Support

  • Manage and maintain the CEO’s complex calendar, scheduling meetings, appointments, and travel arrangements.
  • Prepare meeting agendas, briefing materials, presentations, and reports for internal and external meetings.
  • Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
  • Draft, edit, and proofread letters, reports, and other communications on behalf of the CEO.
  • Track action items and follow-ups to ensure timely completion.
  • Transcribe, prepare, and distribute meeting minutes.

• Board and Governance Support

  • Cook up logistics for Board of Directors and committee meetings.
  • Prepare board packets, agendas, minutes, and meeting materials.
  • Maintain board records and governance documentation.
  • Facilitate communication between the CEO and board members.

• Organizational Coordination

  • Serve as a liaison between the CEO and the senior leadership team and for other administrative staff across the organization.
  • Periodically support other leadership members with special projects.
  • Coordinate leadership meetings, retreats, and organizational planning sessions.
  • Aid in tracking strategic initiatives and organizational priorities.
  • Support cross-departmental projects led by the CEO’s office.
  • Assist with preparation of speeches, presentations, and external communications.
  • Coordinate meetings and events with community partners, funders, and stakeholders.
  • Represent the executive office with professionalism and discretion.

• Administrative Operations

  • Maintain confidential files and organizational records.
  • Manage expense reports, invoices, and administrative budgets related to the executive office.
  • Support special projects and initiatives as assigned by the CEO.
  • Maintains confidentiality of all information and adheres to the agency's Code of Ethics.
  • Reviews agency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.
  • May periodically manage interns or other support staff.
  • Occasionally provide support to the front desk, office administration & mail (FedEx, USPS & UPS).
  • Reviews incoming correspondence and, if appropriate, independently handles the information or promptly forwards it to the CEO for review and response.
  • Screens telephone calls and promptly routes to the appropriate personnel.
  • Greets scheduled visitors and directs them to the appropriate area or person.
  • Assembles and compiles information for reports and presentations as scheduled or requested.
  • Communicates and handles internal and external communications on behalf of the CEO.
  • Reviews agency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.

Compensation

$80,000 - 92,000 Annually

Benefits

• Paid vacation
• Paid Sick Time
• 12 Paid Holidays
• Medical
• Dental
• Vision
• 403(b) Plan
• Life Insurance
• Long-term & short-term disability
• Employee assistance program (EAP)
• Family medical leave
• Tuition reimbursement

Environmental Conditions

The noise level in the work environment is usually moderate. Work is typically performed in an office environment. No unusual or adverse working conditions exist.