The Executive Assistant to the CEO provides high-level administrative and logistical support to ensure the efficient operation of the CEO’s office. This role is highly board-facing and requires exceptional professionalism, discretion, and attention to detail. The Executive Assistant supports CEO interactions with the Board of Directors, senior leadership, member systems, and external stakeholders.
Key Responsibilities
Executive Administrative Support
- Handle sensitive and confidential information with the highest level of discretion
- Prioritize meeting requests for the President/CEO and maintains the calendar by planning and scheduling meetings, conferences, and travel.
- Coordinate meetings, prepare agendas, and assemble briefing materials
- Anticipate administrative needs and proactively resolve scheduling or logistical issues
- Conserve the CEO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information.
- Assist with the overall coordination, data gathering, analysis, and preparation of various reports and documents for the President/CEO and Board of Directors such as the monthly board meetings and Annual Board agendas and resolutions.
- Prepare and administers the annual budget for the Board of Directors and President/CEO.
- Provide administrative and office support for a wide range of daily activities including expense reports, meeting logistics, PowerPoint presentations, and interoffice communications, etc.
Board of Directors Support
- Coordinate logistics for Board of Directors meetings, committee meetings, and retreats
- Prepare, compile, and distribute board materials in accordance with governance and confidentiality requirements
- Serve as a professional point of contact for board members on scheduling, meeting logistics, and information flow
- Maintain board calendars, contact lists, and document records
- Support follow-up and tracking of board-related action items as directed by the CEO
Communication & Correspondence
- Draft, edit, and proofread executive correspondence, presentations, and reports
- Manage incoming communications and route inquiries appropriately
- Ensure clear, timely communication between the CEO, board members, and internal stakeholders
Coordination & Office Management
- Coordinate executive-level meetings with internal departments and external partners
- Assist Communication Services team with developing and coordinating the monthly board meetings and the annual meeting of its members.
- Track meeting deliverables and ensure materials are prepared accurately and on time
- Support executive office processes and help maintain organized records and systems
Required
- A minimum of a high school diploma or equivalent required.
- 5+ years of related experience
- Demonstrated experience supporting board-facing activities or senior governance bodies
- Exceptional organizational, time management, and prioritization skills
- Strong written and verbal communication skills
- Proven ability to handle confidential information with discretion and professionalism
- Proficiency in Microsoft Office
- Demonstrated capabilities to learn and use other software as needed to process director expenses, maintain board portal, etc.
Preferred
- Familiarity with board governance practices and meeting protocols
- Associate’s degree preferred. An equivalent combination of education and experience may be considered.
Key Competencies
- Professional presence and executive-level judgment
- Attention to detail and accuracy
- Reliability and strong follow-through
- Ability to manage competing priorities under deadlines
- Strong interpersonal skills and board-level etiquette
All your information will be kept confidential according to EEO guidelines.
