Executive Assistant

Executive Assistant to the CEO

Compensation: $75,000–$85,000 annually
Work Arrangement: Denver, Fully Onsite

Our mission-driven nonprofit organization is seeking a highly organized, proactive, and professional Executive Assistant to the CEO to provide exceptional administrative and operational support to executive leadership. This position serves as a trusted partner to the CEO, ensuring day-to-day operations, executive priorities, and organizational initiatives are executed with efficiency and excellence.

The Executive Assistant to the CEO will manage complex scheduling, Board support, executive communications, travel arrangements, event coordination, and confidential administrative functions. This role requires exceptional attention to detail, outstanding organizational skills, strong judgment, and the ability to anticipate needs in a fast-paced nonprofit environment where priorities can shift quickly.

• Provide high-level administrative support to the CEO and executive leadership.
• Manage the CEO’s daily calendar, appointments, meetings, and priorities.
• Draft and prepare professional correspondence, presentations, reports, and executive communications.
• Screen calls, monitor voicemail, and respond appropriately.
• Prepare meeting materials, briefing documents, reports, and informational packets.
• Welcome board members, donors, community partners, and visitors with professionalism and hospitality.
• Coordinate meeting logistics, room setup, catering, refreshments, and materials.
• Maintain confidential records and sensitive information with the highest level of discretion.

• Coordinate all Board of Trustees meetings and related governance activities.
• Prepare agendas, board packets, minutes, and supporting documentation.
• Manage meeting logistics and follow-up communications.
• Maintain accurate board records and confidential files.
• Track board action items and ensure timely follow-up.

• Manage a highly complex executive calendar with multiple competing priorities.
• Schedule internal and external meetings while balancing strategic initiatives, donor meetings, community partnerships, and organizational events.
• Coordinate meeting confirmations and ensure agendas and supporting materials are distributed in advance.
• Build schedules that include adequate travel time, meeting preparation, and buffer time between appointments.
• Ensure calendar entries include locations, participant information, parking instructions, reservation details, and other logistical information.
• Review upcoming schedules proactively to identify key meetings, events, and deadlines.

• Monitor executive email throughout the workday.
• Respond to scheduling requests and meeting invitations on behalf of the CEO.
• Prioritize communications requiring executive attention.
• Route correspondence to appropriate departments as needed.
• Organize inboxes, folders, categories, and filing systems.
• Manage newsletters, subscriptions, and routine correspondence to maintain an organized inbox.

• Maintain executive task lists and monitor organizational priorities.
• Coordinate follow-up items resulting from meetings and conversations.
• Track deadlines across departments and ensure timely completion of assignments.
• Prepare weekly executive briefing folders with pending approvals, follow-up communications, upcoming meetings, travel details, and organizational priorities.

• Maintain executive contact databases and distribution lists.
• Organize electronic and physical filing systems.
• Prepare and submit expense reports and mileage reimbursements.
• Monitor administrative budgets and departmental expenses.
• Maintain accurate records of executive meetings and organizational interactions.

• Coordinate domestic and international travel arrangements.
• Book airfare, hotels, rental vehicles, and ground transportation.
• Prepare detailed travel itineraries and supporting documentation.
• Ensure travel schedules, reservations, and meeting details are reflected on the executive calendar.
• Coordinate conference…