Executive Assistant

JOB SUMMARY

The Executive Assistant (EA) to the President & CEO provides high-level, anticipatory executive and board administrative support in a fast-paced, high-expectation environment. This role is responsible for protecting and maximizing the CEO’s time, focus, and effectiveness while ensuring the administrative and logistical needs of the Board of Directors are met with accuracy, professionalism, and timeliness.

• Anticipate the CEO’s needs by reviewing upcoming meetings, deadlines, and priorities and preparing materials in advance
• Monitor the CEO’s calendar to identify preparation needs, conflicts, and logistical considerations
• Ensure the CEO receives the right information at the right time, in a clear and usable format
• Proactively surface missing information, preparation gaps, or scheduling concerns before they create issues
• Support the CEO’s effectiveness by ensuring readiness for all key commitments

• Manage the CEO’s calendar with attention to priorities, preparation time, transitions, and travel needs
• Coordinate complex scheduling with internal leaders, board members, donors, and external partners
• Ensure meetings are scheduled with sufficient preparation and follow-up time
• Communicate clearly and professionally with participants regarding logistics, changes, and expectations

• Prepare executive briefs for meetings that may include: attendee bios and background information, donor, funder, or partner context, prior meeting notes or action items, and relevant organizational or historical information
• Research and compile background information on board members, donors, funders, and other key stakeholders
• Assemble agendas, materials, and supporting documentation as requested
• Ensure all materials are accurate, professional, and delivered in advance of meetings

• Track action items and commitments emerging from executive leadership meetings, board and committee meetings, and CEO-level conversations and decisions
• Maintain organized systems to support follow-up and visibility of deadlines
• Proactively remind the CEO of upcoming deadlines, deliverables, or preparation needs
• Coordinate with internal leaders to obtain updates, materials, or information needed for CEO follow-through

• Coordinate logistics, materials, and documentation for Board and committee meetings
• Prepare and distribute agendas and materials in accordance with governance timelines
• Take accurate meeting minutes and maintain organized board and committee records
• Maintain familiarity with bylaws and governance requirements to support compliance

• Support donor and funder engagement by preparing background materials and reports
• Coordinate donor correspondence, acknowledgements, and tax receipt processes
• Generate donor database reports as requested
• Work closely with the Development team to ensure accurate, timely, and complete information

• Draft, proofread, format, and distribute executive correspondence, reports, and presentations
• Ensure clarity, accuracy, and professionalism in all written materials
• Maintain organized electronic and physical filing systems for executive and board records
• Support version control and document management processes

• Serve as a trusted and professional point of contact for the CEO
• Build trust and credibility with senior leaders, board members, donors, and external partners
• Support logistics for executive travel, public presentations, agency tours, and special events
• Assist with front desk oversight and related administrative functions as assigned
• Maintain strict confidentiality and exercise sound judgment at all times

• Operates in a fast-paced environment with frequent competing priorities
• Has high expectations for quality, accuracy, and turnaround time
• Requires flexibility, including occasional evenings and weekends
• Demands ownership of work product and attention…