Executive Assistant to CEO

Job Title: Executive Assistant to the CEO

Department: Administration

Reports to: HR Manager

Exemption: Non-Exempt

Date Revised: October 2025

The Executive Assistant (EA) to the CEO provides high-level administrative support to the Chief Executive Officer and assists the Chief Legal Officer with legal matters. This role manages complex scheduling, executive communications, and meeting preparation, and serves as a primary liaison to the governing board. The EA must demonstrate exceptional organization, discretion, and familiarity with corporate and legal processes.

• Manage executive calendars, appointments, meetings, and travel.
• Prepare executives for meetings and presentations by organizing agendas, briefings, and supporting materials.
• Plan and coordinate leadership meetings and events, including logistics, documentation, minutes, and follow‑up action items in alignment with LOPA standards.
• Serve as the primary point of contact for executive communications, including mail, phone, and correspondence drafting/editing.
• Develop and format presentations aligned with brand guidelines.
• Oversee special projects and administrative assignments as delegated.
• Participate in leadership and administrative meetings.
• Handle confidential information with the highest level of discretion.
• Maintain corporate documents and records.

• Foster positive communication and coordination with board members.
• Schedule and coordinate Board of Directors and committee meetings, including logistics and meeting materials.
• Prepare and distribute agendas, packets, and minutes in accordance with governance standards.
• Maintain Board documentation, contact records, agreements, and files within the Board Portal.
• Support new board member onboarding.

• Draft, review, and maintain corporate & governance documentation.
• Support entity management (annual filings, registrations, etc.).
• Maintain a legal document management system.
• Serve as the initial contact for contract management matters.

• Participates in Administrative team project work, including event support, as needed.
• Participates in one donor family or community event per year.
• Promotes a positive first impression of LOPA in all interactions with visitors, phone contacts, and in written communications including online communication.
• Performs other duties and projects as assigned.

• Embodies LOPA’s core values:
  Selfless, Authentic, Passionate.
• Uses constructive, respectful, and inclusive communication.
• Completes all assigned training and SOP reviews in a timely manner.
• Holds self and others accountable.
• Contributes to a strong, team‑oriented culture.

• Primarily sedentary with use of hands, fingers, and visual focus.
• Occasional lifting of materials up to 50 pounds.
• Possible exposure to packaged organs or tissues during office or hospital coordination.
• Occasional in‑state travel may be required.

• Full‑time position. Typical work hours are Monday‑Friday 8:30 am to 5:00 pm with flex time available at the discretion of the direct supervisor.

• Bachelor’s degree in a related field preferred; equivalent education and/or experience may be considered in lieu of a degree.
• Minimum of five (5) years administrative support experience required.
• Paralegal or governance documentation experience preferred.
• Minimum of two (2) years facilitating effective board of directors or external customer communication and collaboration preferred.
• Demonstrated success in internal customer service‑based roles.
• Experience working collaboratively with administrative teams.

• Advanced organizational, communication, and interpersonal skills.
• High proficiency with Google Suite, Microsoft Office, and cloud‑based tools.
• Strong meeting coordination, documentation, and presentation abilities.
• Ability to manage multiple priorities independently with minimal supervision.
• Experience mentoring or training others and leading process improvements.
• Maintains confidentiality and professionalism in all interactions.