Executive Asst II-Executive Team; Hybrid, Morrisville, NC

The Executive Assistant II-Executive Team will provide clerical and administrative support to the Office of the Chief Executive Officer (CEO), which includes the CEO, Chief of Staff (COS), Clerk to the Board, and Board of Directors. This position provides primary support to Joint Leadership Team meetings and Executive Meetings, including meeting agendas and meeting minutes. Serving as the primary backup to the Clerk to the Board, this position plays a critical role in supporting board governance activities and board meeting operations, as well as support in maintaining official board records, and ensuring timely communication between board members, executive leadership, and external stakeholders when needed.

The Executive Assistant II will serve as a liaison for Executive level leadership, in person, by email and by telephone, between the organization and persons the organization serves, employees, government and elected officials, and community representatives. Some communication/tasks require substantial discretion and confidentiality.

This is a full-time hybrid opportunity. The selected candidate must reside in North Carolina and report to the Home office in Morrisville, NC on Wednesdays, for Monthly Board Meetings, the first Thursday of each month, and for business meetings as needed.

Responsibilities & Duties

Provide Administrative Support for the Office of the CEO

• Proactively manage and prioritize complex calendars for the CEO and Chief of Staff, exercising sound judgment in scheduling, resolving conflicts, balancing competing priorities, and ensuring optimal use of executive time
• Serve as a key liaison between the CEO, Chief of Staff, executive leadership, Board members, government officials, community partners, and internal stakeholders, facilitating effective communication, relationship management, and coordination of meetings and organizational priorities
• Recommend solutions or alternatives in anticipation of challenges, potential delays, and/or risks. Conduct research, gather data, collect, and compile information, and prepare standard and custom reports
• Compose correspondence and/or prepare and edit presentations as requested
• Coordinate executive travel, conferences, training registrations, and related logistics, including itineraries, accommodations, expenses, and supporting documentation
• Streamline Office of CEO office procedures and workflows
• Create, maintain, and update filing systems, database systems, etc.
• Coordinate the review, routing, tracking, and completion of documents requiring executive review, approval, or signature, ensuring timely follow-up and execution
• Manage incoming correspondence, mail, inquiries, and requests directed to the Office of the CEO, exercising discretion to prioritize, route, and respond appropriately
• Process executive reimbursements and expense-related documentation in a timely and accurate manner, ensuring compliance with organizational policies and procedures. (scan and email receipts and supporting documentation; enter mileage and receipts as needed)
• Coordinate at least quarterly Alliance admins meetings to align admins across the organization

Provide Meeting Support for Joint Leadership Team, Executive Team and Other Meetings as Requested

• Schedule and coordinate meetings by ensuring adequate space, equipment, materials, refreshments, accurate composition of agendas/minutes, maintaining calendar invitations, tracking attendance, etc.
• Coordinate meetings at the request of the CEO/COS for leadership team meetings (this may include Executive strategy sessions, etc.) and may involve coordinating with off-site locations
• Correspond with committee members and meeting attendees; this may require discretion and courtesy when communicating with government officials, community stakeholders, or persons Alliance serves
• Archive and compile information and documents for meetings (agendas, minutes, presentations, etc.) per departmental and when applicable, NC Open Meetings Law guidelines
• Assist with project coordination, timelines and follow-up items
• Organize documents for Committee meetings

Board Governance and Board Operations Support

• Ensure continuity of all Board of Directors and committee operations during planned and unplanned absences
• Coordinate and administering board and committee meeting logistics, including scheduling, meeting notices, venue arrangements, virtual meeting support, attendance tracking, and distribution of meeting materials
• Prepare, proofread, and distribute board packets, agendas, presentations, resolutions, and support documentation while ensuring accuracy, completeness, and timely delivery
• Maintain official board records, including agendas, approved minutes, resolutions, board rosters, committee assignments, disclosures, attestations, and governance documentation
• Support compliance with applicable board governance requirements, record retention standards, NC Open Meetings Law requirements, and organizational policies
• Prepare correspondence and communications on behalf of…