Executive Assistant, Corporate

Starting pay for successful applicants is generally within the minimum to midpoint of the pay range. Our consideration for pay is designed to support career growth and development over time. Offers extended depend on a variety of job-related factors, including but not limited to individual experience, knowledge, training, education, geographic location, market demands and internal equity.

Provide high-level strategic and administrative support to President/CEO and Board of Directors. Manage the CEO's schedule, communications, Board governance, meetings, travel, records, contracts, and executive events. Anticipate needs, organize priorities, follow through on commitments, and ensure the CEO has the information needed to make informed decisions. Demonstrate exceptional judgment, discretion, technical proficiency, calendar mastery, and the ability to manage both strategic executive support and detailed logistics without allowing commitments, deadlines or relationships to fall through.

Maintain confidentiality and represent Fortera professionally with employees, Board members, regulators, vendors, members, and community partners.

• Manage the CEO's calendar by evaluating requests, resolving conflicts, protecting time for strategic work, and ensuring adequate preparation and travel time between commitments.
• Manage the CEO’s email (including limited personal logistics connected to CEO availability) by monitoring incoming communications, prioritizing messages, responding independently within delegated authority, tracking follow-up through completion, and ensuring the CEO’s attention is focused on matters requiring executive judgement.
• Maintain an organized executive communication system by managing email folders, categories, flags and reminders to ensure important communications, approvals, commitments, and deadlines are not overlooked.
• Maintain CEO’s weekly priorities, prep list, follow-up list and decision queue. Review incoming communications and determine which items require immediate attention, additional information, delegation, or scheduling. Obtain needed information from staff, coordinate follow-up, and present issues to the CEO with the information needed to make an informed decision whenever practical.
• Prepare correspondence, reports, presentations, meeting materials, and other business documents to include drafting email responses for the CEO, proofreading before distribution.
• Prepare the CEO for meetings by assembling agendas, background information, supporting documents, and key decisions requiring attention.
• Arrange travel, lodging, transportation, itineraries, and complete expense reports.
• Maintain organized executive files and confidential records.
• Protect confidential, highly sensitive information and exercise sound judgment.
• Schedule executive meetings and confirm attendee availability.
• Prepare agendas and distribute meeting materials before meetings.
• Ensure meeting locations, technology, printed materials, and supplies are ready before meetings begin.
• Record meeting minutes when requested.
• Document decisions and action items.
• Track assignments made by the CEO, follow up with responsible employees, identify overdue items, and provide status updates until work is completed.
• Remind the CEO of upcoming deadlines, commitments, and unresolved issues.
• Schedule Board of Directors and Board Committee meetings.
• Prepare, proofread, and distribute Board packets within established deadlines.
• Serve as the primary administrative contact for Board members. Ensure all board interactions are handled accurately and professionally.
• Record Board and Committee meeting minutes.
• Maintain Board resolutions, minutes, bylaws, committee records, governance documents, and historical records.
• Arrange Board travel, lodging, meeting locations, meals, and expense reimbursement.
• Maintain corporate records in accordance with legal and regulatory requirements.
• Partner with Risk Management to ensure Board policies are reviewed and presented according to the approved review schedule.
• Obtain information requested by the CEO from department leaders and follow up until it is received.
• Track assignments made by the CEO and monitor progress toward completion.
• Notify the CEO of missed deadlines, scheduling conflicts, incomplete assignments, and issues requiring attention.
• Maintain an organized system for tracking executive priorities, pending requests, follow-up items, and commitments.
• Resolve routine administrative issues within assigned authority and elevate issues requiring executive direction with relevant background information.
• Maintain executed contracts and monitor renewal dates.
• Route contracts for review and signature according to established approval authority.
• Maintain corporate records so they are complete, organized, secure, and readily available.
• Plan and lead the execution of Board meetings, executive meetings, leadership retreats, strategic planning sessions, volunteer committee…