Executive Assistant

Manage co-founder calendars, scheduling, and meeting coordination, including prioritizing requests, resolving conflicts, protecting focus time, and ensuring meetings are well prepared Coordinate logistics for donor meetings and external engagements Prepare leadership for meetings and appointments by providing itineraries, briefings, agendas, background notes, and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents Prepare meeting follow-up items as requested and help track decisions, deadlines, and action items to completion Support leadership with travel planning and expense coordination Help triage requests and communications, flagging urgent or sensitive matters and escalating appropriately Draft, edit, and format professional correspondence, meeting summaries, and other documents as needed Board & Advisory Group Administration Coordinate Board of Directors and advisory group meetings Prepare and distribute agendas, meeting materials, and minutes Track action items and support follow-up on Board decisions Maintain governance-related documentation and records Support smooth communication among Board members, advisors, co-founders, and staff Support scheduling and logistics for donor cultivation meetings Assist with preparation and organization of donor materials, including pre-meeting briefing materials Coordinate follow-up and communication tracking related to fundraising activities Support leadership in maintaining organized donor engagement workflows Help maintain accurate donor contact records, meeting histories, and next steps Event & Logistics Support Assist with logistics coordination for organizational retreats, meetings, lunches, dinners, and events Coordinate vendors, scheduling, and travel arrangements where needed Provide administrative support for high-level convenings and leadership meetings Maintain business accounts and prepare/process expense reimbursement requests Handle miscellaneous tasks such as printing, copying, mailing, and other duties as assigned Help ensure that events and meetings are professionally organized and followed by clear next steps Qualifications: Bachelor's degree preferred or equivalent professional experience 3-5+ years of administrative, executive support, or operations experience Exceptional organizational and time-management skills Strong written and verbal communication skills Ability to manage multiple priorities and maintain attention to detail Professional discretion and ability to handle confidential information Strong interpersonal skills and ability to work with senior academic, philanthropic, and organizational leaders Ability to work independently and proactively in a fast-paced environment Experience with Microsoft 365, Zoom, and collaborative work platforms Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence Sound judgment and comfort handling sensitive relationships, confidential information, and competing priorities Preferred: Experience supporting executives, boards, or nonprofit leadership teams Familiarity with higher education, nonprofit, or academic environments Experience with CRM systems Experience coordinating events, retreats, Board meetings, or donor meetings Comfort working in a startup or early-stage organizational environment where systems are still being built #J-18808-Ljbffr The Planet Group