Executive Assistant

Description

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.

The EA tracks and supports action items and commitments emerging from executive leadership meetings, board and committee meetings, and CEO-level conversations and decisions, ensuring the CEO receives the right information at the right time to support informed decision-making. The role includes responsibility for preparing, coordinating, and maintaining board-related materials, records, and communications in alignment with governance best practices.

This position requires the ability to anticipate needs, manage competing priorities, and deliver high-quality work with urgency and precision. The EA builds trust and credibility with senior leaders, board members, donors, and external partners through professionalism, discretion, and reliability.

The role demands ownership of work product, emotional intelligence, sound judgment, and resilience, as well as comfort navigating ambiguity and complexity. Flexibility is required, including occasional evenings and weekends, to meet organizational needs. This is a senior executive support role with high expectations for turnaround, quality, and accountability, and is not entry-level or transactional in nature.

PRIMARY RESPONSIBILITIES

Anticipatory Executive Support & Preparation

• 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

Advanced Calendar & Scheduling Management

• 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

Executive Meeting Preparation & Briefings

• Prepare executive briefs for meetings that may include:
• Attendee bios and background information
• Donor, funder, or partner context
• Prior meeting notes or action items
• 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

Follow-Through, Tracking & Information Management

• Track action items and commitments emerging from:
• Executive leadership meetings
• Board and committee meetings
• 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

Board & Governance Support

• 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

Donor & Development Support

• 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

Documentation, Communication & File Management

• Draft, proofread, format, and distribute executive correspondence, reports, and presentations