Executive Assistant

Executive Assistant

The Executive Assistant (EA) serves as a trusted strategic partner to the CEO and plays a critical role in advancing the mission of Girl Scouts of Colorado through exceptional executive support, project management, and organizational coordination. The EA ensures the CEO's time, focus, and energy are aligned with the council's highest strategic priorities and organizational objectives.

The EA acts as a central coordinator for the CEO to ensure optimal execution and delivery of strategic initiatives across the organization, partnering closely with senior leaders to track progress and ensure organizational priorities remain on schedule. The EA maintains visibility across key initiatives related to mission delivery, membership growth, volunteer engagement, fundraising and development, financial sustainability, operations and governance.

This position requires exceptional judgment, discretion, project management skills, and the ability to build strong relationships with board members, executives, donors, community partners, volunteers, and staff.

Strategic and Executive Support

• Serve as a strategic thought partner to the CEO by helping manage, prioritize, and advance organizational goals and initiatives.
• Maintain a CEO Strategic Priorities Dashboard that tracks progress, milestones, risks, decisions, and deliverables across major organizational priorities.
• Manage and prioritize a complex calendar that aligns the CEO's time with the highest-impact opportunities and organizational needs.
• Plan and coordinate strategic planning meetings, retreats, leadership convenings, and related logistics, materials, and follow-up.
• Prepare executive briefings, dashboards, reports, presentations, talking points, and strategic analyses for internal and external audiences.
• Anticipate scheduling conflicts and prioritize the CEO's calendar across board members, donors, program staff, senior leaders, volunteers, and external partners.
• Coordinate cost-effective travel arrangements, itineraries, and related logistics in alignment with nonprofit budget expectations.

Board & Governance Support

• Manage logistics and administrative support for the Board of Directors and board committees.
• Coordinate board and committee calendars, agendas, meeting materials, minutes, and follow-up actions.
• Prepare board presentations, strategic updates, dashboards, and governance materials in partnership with the CEO and executive leadership team.
• Maintain board records, governance documents, bylaws, policies, resolutions, and compliance requirements.
• Coordinate board member onboarding, training, communications, and engagement activities.
• Serve as a primary liaison between the CEO and board members.
• Support planning and execution of board retreats, strategic work sessions, and governance meetings.
• Prepare agendas, track action items, support board portal management, and ensure governance follow-up is completed accurately and on time.
• Track grant reporting timelines, funder requirements, and key nonprofit regulatory deadlines in partnership with the appropriate internal teams.

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, People & Culture, and Operations teams.
• Ensure timely and effective follow-up from key meetings and initiatives.

Administrative & Operational Support

• Draft, edit, and manage executive correspondence, reports, presentations, and internal communications.
• Screen and prioritize communications and requests directed to the CEO.
• Coordinate travel, events, speaking engagements, and executive-level meetings.
• Maintain confidential records and information with the highest degree of discretion and professionalism.
• Develop and continuously improve administrative systems that support executive and organizational effectiveness.
• Maintain organized filing systems for grants, compliance documents, donor information, board minutes, executive materials, and other confidential records.
• Use digital tools, workflow automation, and AI-assisted resources appropriately to improve efficiency, organization, and follow-through.
• Serve as a culturally aligned ambassador for GSCO's mission, values, and leadership team.

Communications & Development Support

• Represent the CEO with internal and external stakeholders when appropriate.
• Coordinate with Development teams regarding the CEO's involvement in donor engagement, stewardship, and community representation.
• Assist with stakeholder communications, thank-you letters, and public messaging as needed.
• Draft polished, mission-aligned correspondence, board packets, internal memos, donor acknowledgments, talking points, and stakeholder communications.
• Serve as a diplomatic liaison and gatekeeper between the CEO, board members, staff, volunteers, donors, community partners, and external stakeholders.

Primary Cross-Functional Responsibilities

• 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.
• In accordance with the philosophy of Girl Scouts of Colorado, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description.
• Support the efforts and commitments of Girl Scouts of Colorado in pluralism and diversity throughout the organization and within each community served.
• Embrace diversity and inclusiveness by contributing to positive relationships between diverse racial, ethnic, and social groups in the Council as a whole and between employees and volunteers.

Job Qualifications

Required Skills and Qualifications

• Bachelor's degree in Business Administration, Communications, Public Administration, Nonprofit Management, or a related field, or an equivalent combination of education and experience.
• 5+ years of executive support experience, including direct support to a CEO, Executive Director, President, or senior executive in a complex nonprofit, government, foundation, or mission-driven organization.
• Proven ability to manage multiple priorities and strategic initiatives simultaneously while driving projects and commitments to completion.
• Exceptional organizational, project management, and communication skills, with strong attention to detail and accuracy.
• Demonstrated ability to exercise sound judgment, discretion, and professionalism when handling highly confidential information.
• Highly proactive and resourceful, with the ability to anticipate needs, solve problems, and adapt quickly in a fast-paced environment.
• Strong emotional intelligence and relationship-building skills, with the ability to work effectively across all levels of the organization.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Excel, Word, PowerPoint, and SharePoint.
• Experience with CRM, donor management, board management, and project management systems such as Salesforce, Asana, Monday.com, or similar platforms preferred.
• Experience supporting executive leadership teams and boards of directors preferred.

Preferred Qualifications

• Familiarity with nonprofit governance, board relations, and strategic planning processes.
• Understanding nonprofit development and donor relations practices.
• Experience coordinating strategic initiatives and supporting cross-functional teams.

Material and Equipment Directly Used

• Computer, laptop, and mobile devices
• Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
• Calendar and meeting management software
• Video conferencing platforms (Microsoft Teams, Zoom)
• Board portal and governance management systems
• Donor and constituent relationship management systems
• Document management and electronic filing systems
• Multi-function office equipment, including printers, scanners, and copiers
• Financial reporting, expense management, and procurement systems
• Confidential personnel, organizational, and board records

Working Environment & Physical Activities

• Work is primarily performed in a standard office environment with occasional travel to meetings, events, board functions, and other organizational locations.
• Requires prolonged periods of sitting and working at a computer.
• Frequent use of a computer, telephone, and other standard office equipment.
• Regular communication with employees, volunteers, board members, donors, and external stakeholders, including in-person, virtual, and telephone interactions.
• May occasionally lift and move materials, supplies, or equipment weighing up to 20 pounds.