Executive Assistant

Job Summary The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and is available to the Vice President (VP) team for a variety of administrative tasks. This position serves as the primary liaison to Hope Haven's Board of Directors, developing and maintaining board materials, communications, and meeting minutes. The Executive Assistant also coordinates travel arrangements for the CEO and VP team related to conferences, trainings, and other business travel.

This position requires a high degree of professionalism, discretion, and organizational skill, and plays a key role in supporting effective communication and coordination across executive leadership, the Board of Directors, and the organization.

Essential Functions Executive Support to the CEO Provide direct administrative support to the CEO, including calendar management, correspondence, and scheduling.

Prepare, proofread, and edit reports, presentations, and other materials on behalf of the CEO.Screen and prioritize incoming communications and requests for the CEO's attention.

Coordinate internal and external meetings, including preparation of agendas and follow-up items.

Manage confidential and sensitive information with discretion.

Support to the VP Team Provide administrative support to the Vice President team as needed, including scheduling and correspondence.

Assist with the preparation of reports, presentations, and other materials for VP-level initiatives.

Coordinate logistics for VP team meetings and organizational initiatives.

Serve as a point of contact for administrative needs across executive leadership.

Board Liaison & Governance Support Serve as the primary liaison between executive leadership and Hope Haven's Board of Directors.

Develop, compile, and distribute board meeting materials, agendas, and packets.

Attend board and committee meetings and prepare accurate, timely meeting minutes.

Maintain official board records, including bylaws, policies, and meeting documentation.

Coordinate scheduling and communication for board and committee meetings.

Support onboarding of new board members and coordination of board-related events.

Travel & Meeting Coordination Coordinate travel arrangements for the CEO and VP team, including transportation, lodging, and registration for conferences and trainings.

Prepare detailed travel itineraries and ensure timely communication of travel plans.

Process travel-related expense reports and reconcile receipts in accordance with organizational policy.

Coordinate logistics for organizational conferences, trainings, and off-site meetings as needed.

Communication & Administrative Operations Draft, edit, and distribute internal and external communications on behalf of executive leadership.

Maintain organized filing systems for executive and board-related documentation.

Support special projects and organizational initiatives as assigned by the CEO or VP team.

Order office supplies and coordinate general administrative needs for the executive office.

Additional Responsibilities Participate in organizational planning and operational initiatives.

Attend required meetings, trainings, and leadership activities.

Support implementation of new administrative systems, tools, and processes.

Perform other duties within the scope of the position as assigned.

Qualification Requirements The Executive Assistant must possess strong administrative, organizational, and communication skills, along with the discretion and professionalism necessary to support executive leadership and the Board of Directors. This position requires the ability to manage multiple priorities, exercise sound judgment, and maintain confidentiality regarding sensitive organizational…