Job Description

Reporting to the Chief Executive Officer (CEO), the Executive Assistant provides comprehensive support to the CEO, Board of Directors, and Executive Team. The incumbent serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Front Office. The Executive Assistant organizes and coordinates executive outreach and external relations efforts and overseas special projects. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a variety of activities. The position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Duties and Responsibilities:

• Provide calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Serve as liaison and provide support to the Board of Directors. Arrange and handle all logistics for board meetings and events; schedule meetings; draft agendas; and records meeting minutes.
• Complete a variety of administrative tasks to facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; producing documents, reports, and presentations; collecting and preparing information for meetings with staff and external parties; composing and preparing correspondence; maintaining contact lists; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities and follow-up as appropriate. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Provide a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

Education and Experience Requirements:

• Bachelor’s degree in Business Administration or related field.
• 5+ years of experience supporting C-Level Executives, preferably in a non-profit organization
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Social Media web platforms
• Ability to design and edit graphic presentations and materials

Qualifications:

• Executive support experience. Nonprofit board experience is a plus.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Very strong verbal and written communication skills.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgement and emotional maturity are essential.

Benefits:

• Medical, Dental, and Vision Insurance
• 401K Retirement and Life Insurance
• Hybrid work schedule
• 2 weeks PTO
• 2 weeks Sick Leave
• 8 paid company holidays
• Opportunities for professional development and growth
• Employee Assistance Programs (EAP)