Executive Assistant

JOB SUMMARY

The Executive Assistant (EA) to the President & CEO provides high-level anticipatory executive and board administrative support in a fast-paced high-expectation environment. This role is responsible for protecting and maximizing the CEOs time focus and effectiveness while ensuring the administrative and logistical needs of the Board of Directors are met with accuracy professionalism and timeliness.

The EA tracks and supports action items and commitments emerging from executive leadership meetings board and committee meetings and CEO-level conversations and decisions ensuring the CEO receives the right information at the right time to support informed decision-making. The role includes responsibility for preparing coordinating and maintaining board-related materials records and communications in alignment with governance best practices.

This position requires the ability to anticipate needs manage competing priorities and deliver high-quality work with urgency and precision. The EA builds trust and credibility with senior leaders board members donors and external partners through professionalism discretion and reliability.

The role demands ownership of work product emotional intelligence sound judgment and resilience as well as comfort navigating ambiguity and complexity. Flexibility is required including occasional evenings and weekends to meet organizational needs. This is a senior executive support role with high expectations for turnaround quality and accountability and is not entry-level or transactional in nature.

PRIMARY RESPONSIBILITIES

Anticipatory Executive Support & Preparation

• Anticipate the CEOs needs by reviewing upcoming meetings deadlines and priorities and preparing materials in advance
• Monitor the CEOs calendar to identify preparation needs conflicts and logistical considerations
• Ensure the CEO receives the right information at the right time in a clear and usable format
• Proactively surface missing information preparation gaps or scheduling concerns before they create issues
• Support the CEOs effectiveness by ensuring readiness for all key commitments

Advanced Calendar & Scheduling Management

• Manage the CEOs calendar with attention to priorities preparation time transitions and travel needs
• Coordinate complex scheduling with internal leaders board members donors and external partners
• Ensure meetings are scheduled with sufficient preparation and follow-up time
• Communicate clearly and professionally with participants regarding logistics changes and expectations

Executive Meeting Preparation & Briefings

• Prepare executive briefs for meetings that may include:
• Attendee bios and background information
• Donor funder or partner context
• Prior meeting notes or action items
• Relevant organizational or historical information
• Research and compile background information on board members donors funders and other key stakeholders
• Assemble agendas materials and supporting documentation as requested
• Ensure all materials are accurate professional and delivered in advance of meetings

Follow-Through Tracking & Information Management

• Track action items and commitments emerging from:
• Executive leadership meetings
• Board and committee meetings
• CEO-level conversations and decisions
• Maintain organized systems to support follow-up and visibility of deadlines
• Proactively remind the CEO of upcoming deadlines deliverables or preparation needs
• Coordinate with internal leaders to obtain updates materials or information needed for CEO follow-through

Board & Governance Support

• Coordinate logistics materials and documentation for Board and committee meetings
• Prepare and distribute agendas and materials in accordance with governance timelines
• Take accurate meeting minutes and maintain organized board and committee records
• Maintain familiarity with bylaws and governance requirements to support compliance

Donor & Development Support

• Support donor and funder engagement by preparing background materials and reports
• Coordinate donor correspondence acknowledgements and tax receipt processes
• Generate donor database reports as requested
• Work closely with the Development team to ensure accurate timely and complete information

Documentation Communication & File Management

• Draft proofread format and distribute executive correspondence reports and presentations
• Ensure clarity accuracy and professionalism in all written materials
• Maintain organized electronic and physical filing systems for executive and board records
• Support version control and document management processes

Professional Representation & Operational Support

• Serve as a trusted and professional point of contact for the CEO
• Build trust and credibility with senior leaders board members donors and external partners
• Support logistics for executive travel public presentations agency tours and special events
• Assist with front desk oversight and related administrative functions as assigned
• Maintain strict confidentiality and exercise sound judgment at all times

PROFESSIONAL EXPECTATIONS & WORK ENVIRONMENT

This role:

• Operates in a fast-paced environment with frequent competing priorities
• Has high expectations for quality accuracy and turnaround time
• Requires flexibility including occasional evenings and weekends
• Demands ownership of work product and attention to detail
• Requires discretion emotional intelligence and professionalism
• Requires comfort navigating ambiguity and shifting priorities
• Expects accountability without finger-pointing
• Requires sound judgment resilience and composure under pressure

SUCCESS IN THIS ROLE REQUIRES

• Anticipating needs rather than waiting for direction on every task
• Consistently preparing the CEO with accurate relevant and timely information
• Managing multiple priorities without sacrificing quality
• Communicating clearly and proactively when priorities conflict
• Maintaining confidentiality and professionalism at all times
• Thriving in a high-expectation executive-level environment

REQUIRED QUALIFICATIONS

• Minimum of 710 years of progressively responsible experience supporting senior executives
• Demonstrated experience providing anticipatory support to a C-suite executive
• Proven ability to prepare executive briefings and background materials
• Exceptional organizational time management and attention-to-detail skills
• Strong research writing and proofreading abilities
• High level of discretion judgment and confidentiality
• Proficiency in Microsoft Office Suite Teams Zoom and related tools
• Ability to manage multiple priorities in a fast-paced environment

PREFERRED QUALIFICATIONS

• Bachelors or higher degree in business administration communications or a related field
• Experience supporting a CEO and Board of Directors in a nonprofit or complex organization
• Familiarity with donor databases and board governance processes