Executive Assistant

 

Join our Team as an Executive Assistant!

 

The Role:

 

We are seeking a highly experienced Executive Assistant to provide strategic, high-level administrative support to the Chief Administration Officer within a large, complex organization. This role will also provide executive support to the Chief Financial Officer, Chief Legal Officer, and Chief Human Resources Officer, as needed.

 

As a trusted business partner to executive leadership, this position plays a critical role in optimizing executive effectiveness, managing competing priorities, and ensuring seamless coordination across departments and stakeholders.

 

The ideal candidate is proactive, detail-oriented, and thrives in fast-paced, enterprise-level environments. This individual anticipates needs before they arise, exercises discretion and sound judgement, and operates with a strategic mindset while maintaining operational excellence in all interactions.

 

What You’ll Be Doing:

Executive Support

• Provide comprehensive executive-level administrative support to the Chief Administrative Officer, including complex calendar management, strategic scheduling, and travel logistics across multiple time zones.
• Anticipate executive needs, proactively manage shifting priorities, and resolve scheduling conflicts to maximize leadership productivity.
• Prepare, edit, and manage high-level correspondence, presentations, reports, and briefing materials -often confidential and time-sensitive.
• Track strategic initiatives, key deliverables, and follow-up actions from executive and leadership meetings.

Board and CEO Leadership Coordination

• Partner closely with the Executive Assistant to the CEO to support Board of Directors governance activities, including agenda planning, meeting logistics, board materials preparation, and corporate recordkeeping.
• Liaise with executive leadership and department heads to align communications and ensure organizational priorities are executed effectively.
• Prepare executives for board meetings, leadership retreats, strategic planning sessions, and enterprise-wide initiatives.

Communication and Relationship Management

• Act as the primary point of contact for the CAO, managing inquiries and correspondence with professionalism, diplomacy, and confidentiality.
• Build and maintain strong relationships with internal and external stakeholders, including board members, community leaders, and partners.
• Draft and proofread high-level communications, ensuring accuracy, tone consistency, and alignment with organizational brand and values.

Operational Excellence

• Maintain highly organized systems for records management, documentation, and information flow.
• Collaborate with Finance, Legal, and HR on expense reporting, approvals, compliance documentation, and administrative processes.
• Support special projects and cross-functional initiatives as assigned by the CAO.

The above duties and responsibilities are representative of the nature and level of work assigned and are not necessarily all-inclusive.

 

What We’re Looking For:

• Minimum of 7 years of experience providing executive-level administrative support to senior leaders within a large or complex organization.
• Demonstrated experience supporting multiple senior executives simultaneously.
• Exceptional organizational, written, and verbal communication skills.
• Proven ability to manage highly confidential information with integrity and discretion.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and virtual collaboration platforms (Microsoft Teams, Zoom).
• Ability to interact confidently across all levels of the organization, including board members and senior leadership.
• Strong judgement, discretion, and the ability to work independently while managing multiple priorities under pressure.
• High attention to detail, accuracy, and follow-through.

 

What Sets You Apart:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Prior experience supporting Board of Directors governance activities.
• Demonstrated commitment to operational excellence, continuous improvem