Executive Assistant, Office of the CEO

Position SummaryThe Executive Assistant (EA) provides high-level administrative and strategic support to the CEO and Office of the CEO, ensuring seamless coordination of the CEO’s calendar, meetings, communications, and priorities. Serving as a key liaison between the Office, the Board of Trustees, and internal and external stakeholders, the EA plays a critical role in enhancing the effectiveness of executive operations.This position requires confidentiality, exceptional organizational skills, discretion, and the ability to manage complex and competing priorities in a fast-paced, dynamic environment.AuthorityThe Executive Assistant is entrusted with coordinating directly with internal and external stakeholders on behalf of the CEO and organization. The EA manages communications, scheduling engagements, and ensures timely follow-up on key priorities while collaborating with staff as needed. The role also oversees the management of the CEO’s schedule and other administrative responsibilities related to the Office of the CEO.RoleThe EA supports the daily operations and strategic initiatives of the Office of the CEO. By managing the CEO’s calendar, preparing briefing materials, and assisting the Director with cross‑functional coordination, the EA helps maintain momentum of executive leadership and ensures focus on high‑impact activities.ResponsibilitiesCalendar, Travel & Meeting ManagementStrategically plan and coordinate the CEO’s schedule, serving as gatekeeper and gateway to optimize time and align with organizational priorities.Maintain and update the CEO’s calendar in a fast‑paced environment, adapting to shifting priorities and preferences.Collaborate with Executive Assistants across the organization to align Senior Leadership Team calendars and support cross‑functional initiatives.Manage all aspects of meetings and events, ensuring logistics are accurate and complete.Prepare briefing materials, agendas, and follow‑up documentation in coordination with internal teams and external stakeholders.Track and manage follow‑ups to ensure all meeting commitments are completed and communicated effectively.Arrange travel and accommodations for the Office of the CEO, including detailed itineraries, agendas, and meeting preparation.Project & Operations ManagementLead and support special projects for the Office of the CEO, including those with cross‑functional or organizational impact.Manage and track projects and tasks using appropriate systems, ensuring visibility, accountability, and timely execution.Communicate project status and shifting priorities clearly, while resolving conflicting demands with professionalism.Prepare and submit expense reports for the Office of the CEO.Support budget management in partnership with the Director of CEO Affairs, including dashboards, forecasts, and reporting.Manage all aspects of event management for the Office of the CEO when hosting onsite meetings, convenings, etc.Executive CommunicationsCommunicate on behalf of the CEO with Board members, donors, staff, and external stakeholders.Serve as a trusted liaison between the Office and internal departments, fostering smooth communication and collaboration.Draft and manage confidential correspondence and communications, coordinating with the Marketing and Communications team, COO, and others as needed.Manage the Office’s inbox with discretion and efficiency, ensuring timely responses and prioritization of key communications.Stakeholder Engagement & Relationship ManagementSupport board relationship management and stewardship in partnership with CEO and organization.Maintain accurate stakeholder information in contact databases, including Salesforce, to support relationship tracking and engagement.Executive Awareness & Strategic CoordinationKeep office informed of upcoming commitments and responsibilities, ensuring timely follow‑up and coordination.Prioritize and follow up on incoming issues and concerns addressed to the CEO, deciding appropriate responses or referrals.Work closely and effectively with the CEO and Director of CEO Affairs to ensure all parties are well‑informed of upcoming commitments and follow‑ups.Competencies & QualificationsMinimum of 5 years of experience supporting C‑level executives, preferably within a mission‑driven organization.Willingness and ability to support more than one stakeholder simultaneously.Exceptional organizational skills with the ability to manage and prioritize multiple tasks seamlessly.High emotional intelligence and interpersonal skills, with a demonstrated ability to build trusted relationships across diverse stakeholders.Excellent written and verbal communication skills, with the ability to represent executive leadership professionally and confidently.Proactive problem‑solver with sound decision‑making capabilities and a forward‑thinking mindset.Highly resourceful and collaborative team player, able to work independently and adapt to competing demands.Proven ability to handle confidential information with discretion and maintain a high level of professionalism and responsiveness.Demonstrated ability to meet high performance goals and manage deadlines in a fast‑paced environment.Strong proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams), Salesforce and Zoom.Ability to learn and navigate online platforms such as Fluxx, Qlik Sense, Smartsheet, Raiser’s Edge, Power Plan, and social media tools.Seniority LevelMid‑Senior levelEmployment TypeFull‑timeJob FunctionAdministrative, Project Management, and Customer ServiceIndustriesNon‑profit Organizations, Civic and Social Organizations, and Philanthropic Fundraising ServicesCompensationSemi‑monthly (per pay period) compensation in FY26 is $4,493.42 per pay period.NotesWe are dedicated to building a diverse, inclusive, and authentic workplace. If your past experience doesn’t align exactly with every qualification, we encourage you to apply anyway. #J-18808-Ljbffr