Executive Assistant

The Executive Assistant provides comprehensive support to executive staff, with a focus on managing the Chief Executive Officer (CEO) schedule and ensuring preparation for all engagements. This position manages travel logistics, maintains confidentiality, and manages communication while acting as a liaison to the Board of Directors (BOD). Additionally, the Executive Assistant conducts research, coordinates meetings, and ensures compliance with regulatory standards, making this role pivotal in supporting our executive team and organization.

This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.

CORE COMPETENCIES OF POSITION

ROLE AND RESPONSIBILITIES:

60% Executive Support

• Provide comprehensive support to executive staff, primarily focused on managing the CEO’s complex schedule and ensuring both the CEO and Chief Financial Officer (CFO) are thoroughly prepared for all meetings and engagements, both internal and external.
• Handles administrative and executive assistant duties, offering valuable insights, and ensuring smooth day-to-day operations, using strong verbal communication skills to facilitate effective interactions.
• Arrange travel logistics and accommodations for executive staff.
• Handle confidential information and sensitive materials with the utmost discretion.
• Acting as a liaison between executive and internal and external groups, including answering phones, responding to emails, or preparing reports. As the first point of contact, this involves discretion and the ability to prioritize multiple communication and scheduling items at any given time.
• Manage, filter, and process executive staff calendars, email correspondence, phone communications, incoming mail, and other forms of communication as needed.
• Act as BOD liaison. This may include managing the agenda, minutes for all Board and committee meetings, speakers, new board member coordination, Board Chair Coordination, and any corresponding policy approval process necessary.
• Develop and refine work processes and procedures to enhance efficiency and effectiveness in supporting senior executive staff.

25% Communication and Coordination

• Maintain a prioritized list to ensure personnel meet critical deadlines, tracking deliverables owed to executive staff and following up with relevant parties such as staff, vendors, and partners.
• Coordinate and facilitate executive meetings, drafting agendas, meticulously recording and disseminating meeting minutes in accordance with regulatory requirements, and tracking follow-up items.
• Organize and facilitate BOD and/or Committee meetings, recording and distributing meeting minutes in compliance with regulatory standards.
• Ensure compliance with Freedom of Information Act (FOIA) regulations for both Executive Staff and BOD communication.
• Improve communication and coordination strategies to better support executive leadership and foster effective collaboration with stakeholders.

10% Research and Analysis

• Conduct thorough research and analysis as requested, providing accurate information and deliverables ahead of meetings, and summarizing discussions or producing reports afterward.

5% Marginal Functions of the Job

• Performs related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position or in support of departmental and agency goals.

Minimum Qualifications

• Associates degree, significant experience exceeding five years may be accepted in lieu of degree
• At least three (3) years of experience in administrative support role
• Progressively responsible experience in…