Executive Assistant

Division:
Executive Administration

Reports To:

CEO

The Executive Assistant provides high-level, confidential administrative and organizational support to the CEO and the Board of Trustees. This position plays a critical role in supporting effective communication, coordination, and decision-making across all levels of leadership.

The Executive Assistant manages all aspects of Board and committee operations, including scheduling, agenda development, meeting logistics, and minute-taking, utilizing the Board Effect platform to ensure accurate documentation and efficient information flow.

In addition, the Executive Assistant researches, drafts, edits, and proofreads correspondence and Board materials; prepares presentations and reports; and tracks administrative and organizational data, initiatives, and projects from inception through completion, often collaborating with internal departments and external partners to support organizational goals.

• Provide high-level administrative and organizational support to the CEO and Board of Trustees, performing a wide range of administrative and office management duties to ensure the timely, accurate completion of projects that support Hagley’s mission and organizational effectiveness.
• Coordinate, organize, and manage office communications to facilitate efficient information flow within the Executive Office.
• Process departmental invoices and track them through the approval workflow in coordination with the Business Office to ensure timely payment and accurate recordkeeping.
• Utilize the Board Effect platform to manage and maintain Board and CEO files, including agendas, meeting materials, and minutes for the Board of Trustees, Executive Committee, and other standing committees.
• Review, edit, and prepare legal documents as directed by the CEO, and process and reconcile monthly invoices from legal counsel.
• Assist with annual budget preparation, monitor departmental expenses, and maintain a working understanding of financial statements to support Board reporting and materials distribution.
• Maintain Board records, lists, and distribution groups; track and update annual Conflict of Interest and Disclosure Forms, Board Information Sheets, and committee assignments.
• Coordinate communication among the CEO, Board members, and committees to ensure timely information sharing, follow-up, and action items.
• Provide planning and logistical support for Board-related events, including the Annual President’s Circle Dinner, Game Dinner, and other special functions, managing details such as seating charts, RSVPs, and auction coordination.
• Support and schedule meetings and events for the CEO, senior leadership, or Board as needed, including Senior Management and All-Staff meetings.
• Collaborate with the Development Division to log, track, and maintain records related to donations and associated documentation using the Altru Platform.

Primarily office-based with regular use of standard office equipment and technology. The role requires frequent interaction with senior leadership, Board members, staff, and external partners, and involves handling confidential information. Occasional evening and weekend hours may be required to support Board meetings, events, or organizational needs.