Position Summary: The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinates meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.

Essential Duties and Responsibilities:

  • Executive Support:
    • Provide high-level administrative support to the senior leadership team.
    • Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
    • Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
    • Prepare and proofread correspondence, reports, presentations, and other documents as requested.
  • Meeting and Event Coordination:
    • Coordinate and schedule internal and external meetings, including logistics.
    • Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
    • Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.
  • Document and Information Management:
    • Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
    • Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
    • Assist in the preparation and distribution of leadership materials, reports, and other important documents.
  • Administrative Support:
    • Provide general administrative support to various departments and teams within as needed.
    • Process and track expense reports and invoices, ensuring accuracy and compliance with financial policies.
    • Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
    • Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
    • Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
    • Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions.
    • Performs other duties as assigned.

Qualifications & Experience:

  • Bachelor’s degree preferred
  • 7 years of “C” Suite experience
  • Exceptional organizational and written communication skills and exacting attention to detail
  • Strong technology skills with proficiency in Microsoft Office, particularly Outlook, as well as Teams, Word, and Excel
  • Providing support in a corporation and/or Non-Profit Organization preferred