Executive Assistant

Harbor is seeking an Executive Assistant to join our Toledo team! This position is responsible for providing high-level administrative in support of the Executive Officers and the Board of Directors, and ensures efficient/effective executive operations, communication, and seamless coordination of organizational priorities.

Position is full-time, 40 hours per week.

Ideal candidate will have 5 years of experience in an Executive Assistant role, and experience working with a Board of Directors.

• Associates degree in business-related areas or at least five (5) years of experience in an EA role.

• Coordinating Board communications
• Maintaining Board minutes and Board approved actions.

• Must maintain a valid Notary Public commission and remain in good standing.
• Must have a valid driver’s license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier.

• 5+ years of supervision experience.
• 5+ years of working with and supporting board(s) of directors.

• Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments
• Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives
• Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation
• Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points
• Track action items and follow-ups from executive meetings, ensuring timely completion
• Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans
• Serve as a communication liaison between the executive team and internal/external stakeholders
• Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering
• Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines
• Record accurate minutes during board and committee meetings and manage approval processes
• Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters
• Onboard new board members and maintain orientation materials
• Manage board member contact information, portal access, and communication lists
• Support the board chair and committee chairs with correspondence and scheduling needs
• Monitor compliance with board meeting notice requirements and quorum rules
• Develop and maintain efficient filing systems (electronic and physical) for executive and board records
• Manage office supply procurement and vendor relationships on behalf of the executive office
• Coordinate executive office budget tracking and invoice processing
• Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions
• Maintain Review, prep for signature, and file contracts and agreements throughout the organization.
• Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office
• Hires, trains, supervises, and evaluates assigned staff.
• Provides coaching, performance management, and disciplinary action as needed.
• Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication.
• Preserves confidentiality in all personnel matters.
• Ensure compliance with union contract if supervising union positions.
• Assign, prioritize, and review work of supervised assistant(s) to ensure quality and responsiveness
• Conduct performance evaluations, provide ongoing coaching, and support professional development
• Serve as a resource and problem-solver for administrative challenges across the leadership team
• Help establish consistent administrative standards, templates, and workflows across the executive office
• Represent the executive office with professionalism in all interactions with staff, board members, donors, partner…