Executive Assistant

Job Description

Job Description

Position Summary

The Executive Assistant (EA) serves as a trusted partner to the CEO, ensuring the CEO’s time, energy, and attention are aligned with the organization’s most critical strategic objectives. This role provides high-level administrative and project coordination support while managing sensitive information with discretion. The EA also plays a key role in planning, executing, and documenting strategic initiatives, coordinating board and leadership team meetings, board management, and facilitating cross-functional collaboration to advance the organization’s mission.

Key Responsibilities

Strategic and Executive Support

- Assist the CEO in tracking progress against strategic goals and deliverables.

- Manage and prioritize a dynamic calendar of internal and external meetings.

- Plan and coordinate strategic planning meetings, retreats, and leadership convenings; manage related logistics, documents, and follow-up.

- Prepare presentations, dashboards, briefing documents, and strategic reports.

- Monitor and manage CEO’s priorities, delegating and coordinating with internal leaders as needed.

Board & Governance Support

- Coordinate board and committee meetings, including scheduling, agendas, meeting packets, and minutes.

- Maintain documentation related to governance policies, bylaws, and resolutions.

- Support board member onboarding and communications.

- Manage logistics for board retreats and help prepare strategic updates and reports for board review.

- Serve as the primary liaison between the CEO and the board

Project and Initiative Coordination

- Track timelines, responsibilities, and deliverables for major cross-departmental initiatives.

- Maintain documentation and action plans for strategic initiatives.

- Provide administrative support to collaborative projects with Development, Programs, HR, and Operations teams.

- Ensure timely and effective follow-up from key meetings and initiatives.

Administrative & Operational Support

- Draft and edit correspondence, reports, presentations, and internal communications on behalf of the CEO.

- Maintain accurate filing systems and records (digital and physical) related to strategic work and leadership operations.

- Screen and prioritize communications (email, phone, mail), ensuring appropriate follow-up.

- Coordinate travel and event logistics for the CEO and executive-level meetings.

Communications & Development Support

- Represent the CEO with internal and external stakeholders when appropriate.

- Coordinate CEO’s involvement in donor engagement, stewardship, and community representation.

- Assist with donor communications, thank-you letters, and public messaging as needed.

Required Skills and Qualifications

- 5+ years of experience supporting senior executives, preferably in a nonprofit or mission-driven organization.

- Demonstrated experience managing complex calendars, planning leadership meetings, and preparing high-quality documentation.

- Excellent organizational, time management, and project coordination skills.

- Strong writing, proofreading, and communication skills.

- High emotional intelligence, discretion, and professionalism.

- Strong decision-making ability; comfortable working independently and managing competing priorities.

- Proficiency with Google Workspace and/or Microsoft Office; experience with CRMs or project management tools a plus.

Preferred Qualifications

- Familiarity with nonprofit governance, board relations, and strategic planning processes.

- Understanding of nonprofit development and donor relations practices.

- Experience coordinating strategic initiatives and supporting cross-functional teams.

Work Environment and Culture

The Executive Assistant must be comfortable working in a fast-paced environment where adaptability, proactive thinking, and emotional intelligence are essential. This role is integral to helping the CEO stay focused on mission advancement, and the successful candidate will be a trusted right hand in building an efficient, high-impact leadership office.

More about us

Firefly Autism began its non-profit mission in 2003 to celebrate the lives of children on the autism spectrum. Our values are our people, backed by our philosophy. With collaboration from families and other providers, we deliver services through individualized behavioral plans and instructional goals that meet the client’s interests, values, and support needs. At Firefly Autism, we believe in using the principles of assent-based and values-based practices to ensure a person-centered approach to Applied Behavioral Analysis (ABA) therapy.

Firefly Autism proudly invests in the career of smart, diverse, result driven, and compassionate behavior therapists. We value our employees' learning and development by providing exceptional free training in the following areas: Professional crisis management (PCM), continuing education & growth opportunities, including partnerships with Capella University and Purdue Global University for discounted tuition rates in multiple disciplines, supervision towards BCBA candidacy, and mentorship built-in!

At Firefly Autism our work matters, and so does each one of our valued team members. Thus, we are committed to recruiting and supporting a diverse group of employees at all levels of support and operation. We strive to promote a culture of inclusiveness, respect, equality, communication, understanding, and acceptance. We encourage applications from wide range of backgrounds, including women, ethnic minorities, persons with disabilities, neuro-distinct individuals, persons within the LGBTQ+ community.

We recognize that diversity inspires innovation. Thus, we welcome and celebrate team members regardless of their race, ethnicity, religion, age, gender, sexual orientation, and unique abilities to contribute to our mission and core values. Our unique experiences, perspectives and backgrounds allow us to better serve our clients.