Job Description

The Executive Assistant provides high-level administrative and strategic support to the President & CEO of Big Brothers Big Sisters. This role requires exceptional organizational skills, strong communication abilities, and the capacity to anticipate needs while adapting to shifting priorities. The Executive Assistant will manage schedules, collaborate with internal and external parties, coordinate meetings, support project execution, and ensure seamless day-to-day operations

Position Abilities / Competencies

• Bring structure, foresight, and follow-through to executive leadership priorities, ensuring nothing important stalls or slips
• Serve as the primary point of contact for the President & CEO, managing complex calendars, travel arrangements, and meeting logistics
• Anticipate scheduling and preparation needs by proactively readying the CEO for meetings, presentations, and external engagements, including thoughtful blocking of focus time, travel requirements, and workload balance during and beyond normal business hours
• Draft, proofread, edit, and distribute correspondence, presentations, reports, and materials with exceptional accuracy and professionalism
• Handle sensitive organizational, donor, board, and personnel information with the highest level of confidentiality and discretion
• Coordinate board and leadership team operations, including agenda preparation, material distribution, meeting logistics, reports, and accurate meeting minutes
• Partner with Human Resources to support employee onboarding and engagement activities, including new employee onboarding, quarterly meetings, all-staff meetings, holiday events, and organization-wide gatherings
• Support and manage special projects and cross-departmental initiatives led by the President & CEO from planning through execution with minimal oversight
• Adapt quickly to shifting priorities and urgent requests, ensuring timely follow-up, resolution, and clear communication
• Build and maintain strong relationships with internal staff, community partners, board members, and external stakeholders, representing the CEO’s office with professionalism and credibility
• Coordinate complex scheduling across internal and external stakeholders to ensure alignment and efficient use of leadership time

Requirements

Required Qualifications

• Associate degree in Business Administration, Office Management, or a related field required; bachelor’s degree strongly preferred
• Minimum of 4–5 years of progressively responsible experience providing high-level support to senior executives; experience in a nonprofit or mission-driven organization strongly preferred
• Demonstrated ability to manage competing priorities, complex deadlines, and high-volume workloads with precision and sound judgment
• Highly proactive and resourceful, with a proven track record of anticipating needs, identifying risks, and resolving issues before they escalate
• Exceptional adaptability and resilience, with the ability to respond effectively to changing demands, shifting priorities, and time-sensitive requests
• Outstanding verbal and written communication skills, with a keen attention to detail and a commitment to quality.
• Proven ability to exercise absolute discretion and confidentiality when handling sensitive executive, board, donor, and personnel matters
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and strong working knowledge of virtual meeting platforms, including Zoom and Microsoft Teams

Personal Attributes

• Deeply mission-driven, with a genuine passion for advancing the work of Big Brothers Big Sisters
• Polished, professional presence with the confidence and emotional intelligence to engage effectively with staff, board members, donors, and external stakeholders
• Self-directed, dependable, and accountable, with the ability to work independently while also collaborating seamlessly as part of a team
• Positive, solutions-oriented mindset with a calm, steady approach—even in fast-paced or high-pressure situations