Assistant to Executive Director

Assistant to the Executive Director (4702C)
Position Overview

The Assistant to the Executive Director provides high-level, confidential, executive support on a wide range of projects including staff-wide initiatives, board and donor communications, programs and other topics as assigned. With a high degree of autonomy, this position manages the Executive Director's Office, the Executive Director's calendar, board meetings, and special projects involving the Executive Director. The Assistant to the Executive Director ensures seamless workflow and responsiveness in support of the Executive Director's office through strong organizational, communication, and relationship-management skills, sound judgment, and a demonstrated commitment to confidentiality, accuracy, and follow-through.

The First Review Date for this job is:
August 31, 2026. For full consideration, please apply by the first review date. Applications may still be considered through September 16, 2026.

Executive Support Functions (25%)

• Monitors projects the Executive Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds Executive Director of matters that require immediate attention and offers assistance and analytical support.
• Supports Executive Director's activities with a high level of organization, efficiency, and detail. Prepares briefing materials and correspondence.
• Maintains log of action items, commitments and deadlines arising from ED meetings with the senior leadership team, staff, board, and donors, and proactively surfaces upcoming and overdue items to the Executive Director on a regular cadence.

Travel Arrangements and Reimbursements (25%)

• Make travel arrangements for Executive Director including booking travel, preparing itinerary, providing supplies, coordinating with trip hosts.
• Completing complex expense reports per university policies.
• Obtain preapprovals and flag issues in advance, as needed.

Management of Executive Schedule and Meeting Coordination (20%)

• Proactively manages the Executive Director's calendar to ensure time for ED's priorities, focused work, and travel, consistently re-prioritizing events, meetings and communications daily, weekly, and monthly; assessing and prioritizing the high volume of incoming requests, scheduling large and complex meetings with internal and external stakeholders, tracking requests, resolving conflicts appropriately in timely manner.
• Functions as the gatekeeper, understanding the requirements of the Executive Director, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings.
• Manages invitations and RSVPs.
• Manages logistics for internal meetings including scheduling, reserving rooms, supporting agenda development, facilitating, note-taking, communicating to key stakeholders, following up on action items, and setting up the appropriate tools and technology, such as Zoom.
• Organizes ad-hoc committees appointed by the Executive Director on a broad range of issues.
• With guidance from the Executive Director, responds to sensitive and important issues, and forwards situations and issues presented by board members, donors, staff, faculty and external constituents to appropriate senior staff members for resolution.
• As delegated, responds to inquiries from faculty, staff, students and the public on behalf of the Executive Director.
• Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Serves as the intake point for requests, decisions, signatures, and follow-up items directed to the Executive Director from staff and the senior leadership team, ensuring these are logged as Asana tasks assigned to the Executive Director rather than communicated through informal channels.
• Redirects requests received outside this process back to the appropriate channel.

Advisory Board Coordinator (15%)

• Serves as a liaison with the BAMPFA Advisory Board.
• Manages the creation and implementation of the board calendar, including meetings, retreats, social activities, and specified committee meetings.
• Staffs committees as requested.
• Helps/assists/works with the board on any issue they may raise.
• Composes and edits written documents for the Board leadership and committees, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations.
• Maintains accurate board files and records.
• Builds relationships with board members to effectively serve as a point…