Executive Assistant

Description

Position Summary

The Executive Assistant serves as a highly trusted strategic administrative partner to the CEO and senior leaders, maximizing executive effectiveness through management of priorities, information, relationships, communication, and executive-office operations. The role operates with significant autonomy and discretion, anticipates organizational and executive needs, exercises sound judgment in determining priorities and escalation, and serves as a key liaison among executive leaders, Board members, donors, external partners, and other stakeholders.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required by the employee.

Qualifications

Education: An undergraduate degree preferred but not required

Experience: Minimum of (5) five years relevant work in an administrative support role in a professional office environment. Experience supporting senior leadership is strongly preferred. Superior organizational, written, and oral communication skills. Demonstrated ability to operate independently in highly confidential, ambiguous, and high-accountability environment. Advanced executive judgment, stakeholder management, calendar/prioritization, project coordination, and systems-improvement capability. Demonstrated ability to mentor or elevate the practice of other administrative professionals. Ability to take initiative and work independently. Knowledge and experience relating to the field of non-profit, maternal child health and education is strongly preferred. Computer proficiency required with Microsoft programs.

Essential Duties and Responsibilities include the following:

Executive & Departmental Support - 45%

• Independently manage executive-office operating rhythms, information flow, and administrative systems.
• Provide proactive, high-level executive support managing complex and competing calendars, priorities, and deadlines.
• Coordinate and prepare materials for leadership meetings, cross-functional work sessions, and external engagements.
• Anticipate executive needs by tracking commitments, following up on action items, and ensuring alignment across departments.
• Prepare, draft, edit, and manage highly confidential executive correspondence, briefings, presentations, and decision-support materials.
• Anticipate information/context needed for consequential meetings and ensure executive readiness.
• Maintain visibility into executive commitments, decisions, action items, and cross-functional dependencies; proactively close administrative loops.
• Resolve complex executive-office issues within delegated authority; escalate with appropriate context and options.
• Design and continuously improve executive-office systems, workflows, technology, and communication practices.

Cross-Functional Coordination & Systems Management - 35%

• Coordinate large-scale meetings, events, and special projects.
• Act as a primary liaison between CEO, senior leaders, board members, donors, and external partners.
• Develop and maintain systems to improve efficiency, organization, and information flow across Leadership team.
• Manage travel planning, expense reporting, and reimbursement processes for support for CEO
• Research, prioritize, and route incoming requests and issues, determining appropriate action, escalation, or delegation.

Governance, Stakeholder Engagement & Special Projects - 20%

• Support board-related logistics and materials in partnership with the CEO and relevant team members, ensuring compliance with posting and documentation requirements.
• Serve as a trusted gatekeeper and liaison for high-level internal and external stakeholders.
• Coordinate Board and committee preparation, executive readiness, materials, timelines, and follow-through in partnership with the CEO.
• Facilitate executive signatures and processing of critical organizational documents, including financial, compliance, and governance materials.
• Provide ad-hoc regional office and administrative support as needed to ensure smooth operations.
• Mentor administrative professionals and help establish effective executive support standards and coverage.
• Manage selected high-priority executive-office initiatives requiring discretion, sophisticated stakeholder management, and cross-functional coordination.
• Other duties may be assigned.

Working Conditions

There are no unusual work conditions associated with this position. Noise level in the office is moderate. Professional/business attire is required. Employees are required to attend meetings at external locations and will therefore experience external weather conditions.

Valid Driver’s license with the ability to provide proof of ongoing automobile insurance coverage is required. This position will entail reimbursable local and statewide travel utilizing personal vehicle.

Physical Requirements

Employees are required to occasionally lift up to twenty pounds of materials or equipment.