Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and executive leadership team. This position ensures the smooth operation of the Executive Office by managing schedules, facilitating communication, coordinating meetings and events, preparing documents, and serving as a liaison to internal and external stakeholders. The Executive Assistant exercises a high degree of professionalism, confidentiality, and judgment.

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel.
• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Anticipate needs and prepare materials in advance for meetings, presentations, and events.
• Draft, proofread, and edit letters, correspondence, reports, and presentations.
• Screen phone calls, emails, and requests; route inquiries appropriately.
• Maintain organized filing systems (digital and physical).
• Assist with research, data collection, and preparation of briefing materials.
• Exercise discretion when handling confidential information.

• Prepare and distribute Board packets, meeting materials, and agendas.
• Assist with Board meeting coordination, logistics, catering, and travel arrangements.
• Record and finalize meeting minutes as directed.
• Support Annual Meeting planning and preparation.

• Coordinate office logistics, including scheduling conference rooms and managing administrative workflows.
• Assist with departmental projects, deadlines, and deliverables.
• Process expense reports, invoices, reimbursements, and credit card statements.
• Support document retention and compliance requirements.
• Supports HR in tasks as needed.

• Draft professional internal and external communications.
• Maintain strong working relationships with employees, members, vendors, and community partners.
• Represent the Executive Office with professionalism and customer service excellence.
• Assist with public relations tasks, messaging, or event coordination as needed.

• Plan and execute meetings, events, and conferences, including logistics, materials, and follow-up.
• Prepare meeting agendas, presentations, handouts, and detailed notes.
• Coordinate travel arrangements, lodging, itineraries, and agendas.

• Support cross departmental projects upon request.
• Conduct research, compile reports, and assist with strategic initiatives.
• Identify opportunities for process improvement and implement solutions.

• High school diploma required; associate or bachelor’s degree preferred.
• 3+ years of administrative or executive assistant experience.
• Experience supporting senior executives strongly preferred.

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• High degree of discretion, integrity, and professionalism.
• Advanced proficiency in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently with minimal supervision.
• Strong customer service orientation and interpersonal skills.

• Standard office environment.
• Occasional evening or weekend work may be required for meetings or events.
• Occasional travel for conferences or training.

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 pounds of files or meeting materials.
• Ability to perform standard administrative functions (typing, filing, copying).

This position description is not intended to cover every duty or responsibility. Duties may change based on organizational needs.