Executive Assistant

Job Description

Job Description

Position Summary

The Part-Time On-Site Executive Assistant provides confidential, highly organized, hands-on executive support to the Founder, President & CEO. This position ensures the CEO’s office, documents, meetings, visitors, correspondence, signature requests, records, and day-to-day administrative priorities are professionally managed and executed.

The Executive Assistant works closely with the Virtual Executive Assistant and other members of the executive support team to ensure strong coordination between the CEO’s physical office needs and digital scheduling, records, follow-up, and action tracking. The successful candidate must be proactive, discreet, detail-oriented, calm under pressure, and able to anticipate the needs of a CEO leading a multi-program, grant-funded, community-based organization.

Essential Roles & Responsibilities1. CEO Office Management

• Maintain an organized, professional, and confidential CEO office environment.

• Organize materials requiring the CEO’s review, signature, approval, decision, or information.

• Prepare the CEO for the workday by ensuring priority documents, meeting materials, and needed information are readily available.

• Protect the CEO from unnecessary interruptions and appropriately manage unscheduled visitors and requests.

• Ensure confidential information is secured and never left visible to unauthorized individuals.

2. Records, Filing & Document Management

• Maintain organized physical executive files for contracts, board records, correspondence, grants, reports, projects, and other executive documents.

• Scan and route documents for electronic filing and coordinate with the Virtual Executive Assistant to maintain consistent records.

• Review files for missing, outdated, duplicated, or incorrectly filed information.

• Follow organizational confidentiality, records-retention, and document-destruction requirements.

3. Meeting Preparation & On-Site Support

• Prepare agendas, meeting packets, reports, background materials, presentations, and other executive documents.

• Coordinate meeting rooms, technology, refreshments, seating, supplies, and other logistics.

• Ensure the CEO has complete and accurate materials before meetings.

• Professionally receive and assist board members, funders, community partners, contractors, candidates, and other visitors.

• Provide logistical support for board, leadership, community, grant, fundraising, and special-project meetings.

4. Calendar & Scheduling Coordination

• Review the CEO’s daily schedule and prepare for all on-site commitments.

• Coordinate closely with the Virtual Executive Assistant, who maintains the CEO’s master business calendar.

• Communicate visitor, room, travel-time, document, and logistical needs related to scheduled meetings.

• Route meeting requests and schedule changes through the established calendar process.

• Do not independently add, cancel, move, or confirm business meetings without authorization.

5. Signature, Mail & Correspondence Workflow

• Maintain an organized signature and approval system and review documents for completeness before presenting them to the CEO.

• Clearly identify required signatures, initials, dates, approvals, or decisions and attach supporting information when needed.

• Track signed documents through completion and return them to the appropriate person.

• Receive, sort, date-stamp, prioritize, and route executive business mail and correspondence.

• Identify urgent or sensitive legal, financial, board, grant, government, HR, and confidential correspondence.

• Prepare professional letters, mailing packets, labels, envelopes, and other correspondence as assigned.

6. Board & Governance Support

• Prepare board books, meeting packets, sign-in materials, name cards, and meeting-room arrangements.

• Maintain secure physical copies of approved board records, resolutions, and minutes.

• Coordinate with the Virtual Executive Assistant regarding electronic board records and meeting follow-up.

• Maintain strict confidentiality regarding board discussions and materials.

7. Executive Projects & Follow-Through

• Provide administrative support for CEO-directed projects, initiatives, events, and speaking engagements.

• Track documents, signatures, packets, materials, and other executive-office deliverables.

• Follow up with staff regarding information and materials requested by the CEO.

• Communicate completed, delayed, or escalated items to the executive support team.

• Help ensure the CEO is prepared and does not have to spend time locating documents or following up on routine administrative details.

8. Executive Support Team Coordination

• Participate in regular Executive Support Team meetings and coordinate priorities, deadlines, meetings, and documents.

• Use approved shared task and tracking systems rather than creating competing systems.

• Resolve routine administrative matters at the appropriate staff level before escalating them to the CEO.

• Escalate matters when the CEO must decide, approve, act, or be informed.

9. Confidentiality & Professional Judgment

• Protect confidential information involving clients, employees, board members, finances, grants, legal matters, contracts, donors, and organizational strategy.

• Follow HIPAA and other applicable privacy and confidentiality requirements when handling protected information.