Executive Assistant to the Chief Executive Officer

Job Description

Job Description

About This Role

Friends Center for Children | New Haven, CT

Friends Center for Children is an early childhood education organization focusing on three strategic pathways: providing high-quality, full-time, year-round care and education for children ages three months to five years; systems change; and innovations. Our work is rooted in the Quaker values of simplicity, peace, integrity, community, equity, and stewardship, Friends Center operates innovative programs that support children, families, educators, and the broader community.

Our mission is: educate children, empower families, inspire teachers, engage community, embrace diversity, embody equity.

Reports To: Chief Executive Officer

Classification: Full-Time, Exempt

Schedule: 40 hours/week, with occasional evenings and weekends

Salary Range: $75,000-$80,000

Benefits: Employer-sponsored health insurance, paid time off, and childcare benefit

Friends Center for Children is seeking an exceptionally organized, detail-oriented, and proactive Executive Assistant to serve as a strategic partner to the Chief Executive Officer.

This role is far more than calendar management. The Executive Assistant serves as the operational backbone of the CEO's office, ensuring that priorities are organized, commitments are tracked, deadlines are met, and communications are executed with precision and professionalism.

The ideal candidate possesses outstanding executive functioning skills, exceptional attention to detail, strong judgment, and the ability to manage multiple complex priorities simultaneously. They thrive in fast-paced environments, anticipate needs before they arise, and create systems that allow leadership and the organization to operate efficiently and effectively.

This position also serves as the primary liaison to the Board of Directors, ensuring seamless communication, meeting preparation, governance support, and follow-through on board-related activities.

• Manage the CEO's complex and dynamic calendar, ensuring alignment with organizational priorities and strategic objectives.
• Coordinate meetings, appointments, travel, speaking engagements, and special events.
• Anticipate scheduling conflicts and proactively identify solutions.
• Prepare daily, weekly, and monthly priority briefings for the CEO.
• Monitor commitments, deadlines, and follow-up items to ensure timely completion.
• Serve as a trusted thought partner in managing competing demands and organizational priorities.
• Maintain a high level of confidentiality regarding organizational and personnel matters.

• Create and maintain systems that support organizational efficiency and accountability.
• Track projects, commitments, deliverables, and decision points across multiple initiatives.
• Develop agendas, briefing materials, background documents, and meeting summaries.
• Capture action items and monitor progress toward completion.
• Ensure critical tasks and deadlines do not fall through the cracks.
• Assist with research, document preparation, presentations, reports, and special projects.

• Serve as the primary staff liaison to the Board of Directors.
• Coordinate all board and committee meetings, including scheduling, logistics, and meeting preparation.
• Prepare and distribute board packets, agendas, minutes, and supporting materials.
• Maintain board records, governance documents, and compliance-related materials.
• Track board action items, committee assignments, and follow-up responsibilities.
• Support onboarding of new board members and ongoing board engagement efforts.
• Ensure professional and timely communication between board members and organizational leadership.

• Draft and manage correspondence on behalf of the CEO.
• Coordinate communications with donors, partners, community leaders, policymakers, and other stakeholders.
• Ensure timely responses and follow-up on key relationships and commitments.
• Maintain organized records of meetings, communications, and strategic contacts.
• Represent the CEO's office with professionalism, discretion, and responsiveness.

• Maintain organized digital and physical filing systems.
• Support document management, recordkeeping, and administrative processes.
• Coordinate office logistics and administrative needs as assigned.
• Develop and improve systems that increase efficiency and effectiveness across the organization.

• Bachelor's degree or equivalent professional experience.
• Minimum of 3–5 years of executive-level administrative support experience.
• Demonstrated excellence in organization, prioritization, and project management.
• Exceptional attention to detail and commitment to accuracy.
• Outstanding written and verbal communication skills.
• Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive, and Calendar), and virtual meeting platforms including Zoom and Teams.
• Ability to manage multiple priorities while maintaining composure and professionalism.
• Proven ability to exercise discretion and handle confidential information.

• Experience supporting nonprofit executives and/or boards of directors.
• Familiarity with board governance and nonprofit administration.
• Experience managing complex calendars and executive workflows.
• Experience working in a mission-driven or educational environment.

The successful Executive Assistant will:

• Create clarity amid complexity.
• Anticipate needs before they arise.
• Ensure commitments are tracked and fulfilled.
• Bring exceptional attention to detail to every aspect of their work.
• Strengthen communication and accountability across the organization.
• Enable the CEO and Board of Directors to focus on leadership, strategy, and mission impact.

• Health Insurance
• Paid Leave
• Tuition Assistance
• Child Care Discount
• Professional Development