Executive Assistant to CEO and COO

Overview

Position:
Executive Assistant to the CEO and COO

Department:
Administration

Pay Rate: $55,000-$60,000

Status:
Exempt

Last Revised: 01.2026

The Executive Assistant (EA) support the Chief Executive Officer (CEO) and Chief Operating Officer (COO), providing high-level administrative, and project coordination. This role is a central coordination point for executive priorities, Board operations, and cross-functional initiatives. The EA anticipates needs, identifies risks and gaps, and proactively supports execution of executive and organizational priorities. The position requires exceptional judgment, discretion, attention to detail, and the ability to manage multiple complex workflows in a fast-paced, mission-driven environment.

The EA works closely with senior leaders, Board Trustees, staff at all levels, donors, elected officials, and community partners. This is a full-time position that handles highly confidential and sensitive information and requires strong organizational, communication, and project coordination skills.

Community volunteers.

• Serve as a primary administrative and coordination partner to the CEO and COO, ensuring executive priorities are organized, tracked, and advanced.
• Manage complex, high-volume calendars; schedule and coordinate meetings, appointments, travel, and engagements.
• Anticipate executive needs, proactively resolve issues, and exercise independent judgment on matters that do not require direct executive involvement.
• Act as a liaison between the CEO/COO and internal and external stakeholders, ensuring timely communication and follow-up.
• Maintain awareness of organizational issues, risks, and priorities to support informed executive decision-making.
• Plan, coordinate, and support Board and committee meetings, including preparation of agendas and materials, capturing minutes and decisions, tracking action items, and maintaining official governance records.
• Assist with onboarding and ongoing support of Board Trustees, including preparation of Board binders and orientation materials.
• Coordinate special projects and cross-functional initiatives on behalf of the CEO, COO, and Senior Leadership Team.
• Develop and manage project timelines, tracking tools, and accountability structures; monitor milestones, identify risks or delays, communicate solutions, and support process improvements to enhance efficiency.
• Draft, edit, and prepare executive correspondence, reports, presentations, and meeting materials, ensuring accuracy, clarity, professionalism, and alignment with The Children's Cabinet's voice and style, including synthesis of information for executive use.
• Respond to inquiries from external entities with discretion and professionalism, as directed.
• Oversee administrative operations including records management, file organization, supplies, and logistics.
• Manage expense reporting for the CEO, COO, and other departments, as directed.
• Coordinate logistics for onsite and offsite meetings, conferences, hearings, and events, including technology, catering, and facilities support.
• Maintain confidential records and ensure compliance with applicable state and federal laws related to data security and privacy.
• Assist with fundraising activities, donor correspondence, and external engagement efforts, as needed.
• Support executive-level donor and partner interactions with preparation, scheduling, and follow-up.
• Perform other related duties and responsibilities as assigned to support executive leadership and organizational effectiveness.

• Skills and Knowledge:
  • Advanced administrative and executive support experience, including supporting senior executives with complex schedules, priorities, and decision-making workflows.
  • Strong understanding of executive operations, including calendar management, meeting coordination, travel logistics, and executive communications.
  • Experience supporting Board governance, including meeting planning, agenda and materials preparation, minute-taking, action tracking, and records management.
  • Project coordination and management skills, including developing timelines, task lists, tracking tools, and accountability structures for cross-functional initiatives.
  • High level of organizational and systems-thinking skills, with the ability to manage multiple complex workflows simultaneously.
  • Strong written communication and editing skills, including drafting and proofreading executive correspondence, reports, presentations, and summaries.
  • Data and information synthesis skills, with the ability to distill complex information into clear, concise materials for executive use.
  • Proficiency with Microsoft Office and collaboration tools, including Outlook, Word, Excel, PowerPoint, Teams, and shared document systems.
  • Understanding of confidentiality, privacy, and data security requirements, particularly when handling sensitive personnel, donor, financial, and governance information.
  • Familiarity with nonprofit or mission-driven organizational environments,…