Executive Assistant

The Executive Assistant is a high-trust extension of the President and CEOand a central point of coordination for the executive office. The position protects the CEO's time, attention, commitments, and decision-making capacity;anticipates needs; ensures disciplined follow-through; and helps information move securely and accurately among the Board of Directors, executive leadership,employees, donors, public officials, partners, and other stakeholders.

Success requires exceptional judgment, discretion, technological fluency,initiative, and constructive assertiveness. The Executive Assistant recognizes risk, asks clarifying questions, respectfully presses for decisions or materials,redirects requests when appropriate, and resolves matters independently within clearly defined authority.

• Serve as a trusted thought partner and administrative gatekeeper to the President and CEO, applying organizational priorities and context to daily decisions.
• Anticipate needs, identify missing information, surface risks, and recommend practical next steps before issues become urgent.
• Triage requests, correspondence, invitations, and emerging issues; determine what can be resolved, delegated, deferred, declined, or escalated.
• Protect the CEO's focus time, seek clarity, reset expectations, and request timely materials while maintaining relationships and professionalism.
• Maintain a forward-looking view of the CEO's commitments, dependencies,deadlines, and decision points across the organization.
• Own a complex, rapidly changing executive calendar and resolve conflicts basedon strategic importance, preparation requirements, travel time, confidentiality,and the CEO's working preferences.
• Plan and confirm meetings, events, speaking engagements, annual gatherings,and travel, including agendas, participants, itineraries, logistics, background materials, talking points, and contingencies.
• Prepare concise daily and weekly briefings so the CEO understands the purpose,desired outcome, required decisions, sensitivities, and follow-up for consequential engagements.
• Record complete and accurate minutes when assigned; capture decisions andaction items, confirm owners and deadlines, and follow through until matters are closed.
• Coordinate expenses, invoices, registrations, memberships, travel records,and related administration in accordance with policy and internal controls.
• Maintain the CEO's professional credentials and coordinate renewal requirements and deadlines.
• Provide high-level administrative support to the Board of Directors,Board Co-Chairs, committee chairs, and executive leadership as directed by the CEO.
• Coordinate Board and committee calendars, notices, agendas, briefing materials,secure distribution, attendance, logistics, minutes, orientation, recognition,and follow-up in alignment with bylaws, policy, and leadership expectations.
• Protect executive-session and other restricted materials; maintain authoritative rosters, calendars, resolutions, leadership directories, and governance recordsin approved locations.
• Monitor recurring governance cycles and deadlines, including Board orientations,evaluations, policy reviews, officer and committee activities, member recognition,and major Board decisions.
• Communicate with Board members using sound judgment, responsiveness, diplomacy,and strict respect for roles and authority.
• Handle personnel, compensation, legal, donor, financial, government, Board,investigation, crisis, and other sensitive information with exceptional discretion.
• Use need-to-know principles, approved communication channels, secure storage,sound records practices, and the organization's retention requirements.
• Recognize privacy, cybersecurity, reputational, governance, and conflict-of-interest risks and escalate them promptly through the proper channel.
• Ensure business records created through email, messaging, meetings, notes,and digital tools are captured in the appropriate organizational system.
• Organize and maintain executive files and designated institutional records,including the history of organizational awards and recipients, trademarks, and copyrights.
• Draft, edit, format, and proofread executive correspondence, Board communications,briefings, presentations, acknowledgments, reports, and other materials in the CEO's voice.
• Serve as a professional liaison among the CEO, Board, leadership team,employees, donors, public officials, consultants, community leaders, and external partners.
• Maintain stakeholder context, commitments, preferred…