Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide proactive support to senior leaders within a not for profit organization. This long-term contract position is suited for a highly organized, detail-oriented individual who can coordinate executive activities, manage multiple priorities, and maintain exceptional quality in a fast-moving environment. The role will support leadership meetings, presentations, travel, financial administration, and special projects while handling sensitive information with sound judgment and discretion.

Responsibilities:

• Coordinate executive calendars, leadership meetings, and department events to ensure schedules, materials, and logistics are managed seamlessly.

• Prepare, review, and refine board documents, presentations, and correspondence with a strong focus on accuracy, formatting, and clear communication.

• Support multiple directors with travel planning, expense processing, and related administrative activities while keeping timelines and budgets on track.

• Serve as a key point of contact for internal leaders, external partners, and stakeholders by responding to requests and facilitating clear communication.

• Organize records, create documents, and use digital tools to improve workflow efficiency across administrative and operational tasks.

• Conduct research, gather information, and provide administrative support for special initiatives and high-priority projects.

• Coordinate with vendors and suppliers for meetings and events, including scheduling, logistics oversight, and on-site execution when needed.

• Manage concurrent assignments independently, setting priorities effectively and identifying opportunities to improve processes and team operations.

• Associate degree in business administration or a related field preferred, or comparable relevant experience.
• Demonstrated experience supporting senior leadership or executive-level stakeholders in a fast-paced business environment.
• Strong ability to balance competing priorities while remaining composed, organized, and focused under pressure.
• Excellent written and verbal communication skills, including the ability to interact effectively with individuals across all organizational levels.
• Advanced proofreading and document review skills with a high standard for accuracy and presentation quality.
• Hands-on experience with event coordination, scheduling, travel arrangements, vendor management, and executive meeting support.
• Proficiency with Microsoft Office Suite, SharePoint, Concur, and project management tools.
• Ability to exercise discretion, protect confidential information, anticipate needs, and solve problems independently.