Executive Assistant to CEO

Job Description

Job Description

The Executive Assistant (EA) provides high-level administrative support to the CEO and supports the CEO’s interactions with and management of the executive team, as well as the CEO’s interactions with LIIF’s Board of Directors. This position ensures the smooth functioning of the Office of the CEO by managing schedules, communications, travel arrangements, and special projects.

REPORTING RELATIONSHIPS:

The position reports directly to the CEO.

ESSENTIAL FUNCTIONS:

The EA provides a broad variety of executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the CEO. This includes the CEO’s relationship management with members of the LIIF Board of Directors. The position will entail a close working relationship with the Board Liaison who manages all governance matters with the Board .

The EA works closely with the CEO and executive team to organize, coordinate, and execute daily operations and projects.

ROLES AND RESPONSIBILITIES:

CEO Executive Support

• Serves as the "gatekeeper" for internal and external constituencies, consulting with the CEO as needed and using discretion to determine appropriate courses of action.
• Schedules and manages a calendar of calls, videoconferences, and in-person meetings, ensuring efficient use of the CEO’s time.
• Maintains the CEO’s contacts in Outlook, as well as all files in the CEO’s electronic folders, via Sharepoint.
• Works closely and effectively with the CEO to keep them well-informed of upcoming commitments and responsibilities, including providing preparatory materials in advance of meetings.
• Maintains tasks and deliverables in Asana related to CEO meetings, activities, and follow-ups.
• Arranges frequent travel, including transportation and lodging, and ensures necessary preparatory materials are obtained in advance.
• Coordinates semiweekly executive team meetings, soliciting agenda items and disseminating agendas and materials in advance.
• Drafts written and email correspondence on behalf of the CEO.
• Completes special projects as requested by the CEO, which may involve research, analysis, document formatting, and recommendations for action.
• Create PowerPoint presentations as needed.
• Prepares annual department budgets for the Office of the CEO and monitors expenditure, reporting variances as needed.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by the CEO.

Executive Team Support

• Provides operational and logistical support for the executive team’s activities.
• Organizes materials for executive team discussions and follows up on action items as needed.
• Coordinates with various departments to ensure effective communication and collaboration on executive-level initiatives.
• Administrative Operations
• Supports LIIF’s diversity practices by identifying and using women/minority vendors whenever possible.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.
• Performs other related duties as assigned.

QUALIFICATIONS:

• Superior project management skills with the ability to work independently in a fast-paced environment.
• Demonstrated ability to manage complex schedules, travel arrangements, and logistics efficiently.
• High standard for generating quality work with attention to detail, thoroughness, and creativity.
• Strong interpersonal skills, with the capability of working independently and collaboratively as part of a team.
• Advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint; proficiency with Excel, Asana, and Zoom; and familiarity with databases such as Salesforce and expense management systems like Concur.
• Ability and experience with AI tools, primarily MS Co-Pilot
• Strong administrative and organizational skills, excellent verbal and written communication abilities, and the capacity to handle complex logistical arrangements.

EDUCATIONAL AND OTHER REQUIREMENTS:

• A bachelor’s degree or equivalent experience is required.
• A minimum of 10 years of comparable experience supporting a C-level executive.
• The position demands excellent attendance, self-motivation, attention to detail, and a high degree of flexibility.
• Travel may be required 2-4 times each year. .
• Commitment to LIIF’s mission is essential.

Financial services experience is preferred and any experience in community related field is not required but is a plus.

HOW TO APPLY:

Please apply with a Resume and Cover Letter via our recruitment portal: Recruitment (adp.com) or via email: View email address on us.fitly.work.

NOTICE TO THIRD-PARTY RECRUITMENT AGENCIES:

Please note that Low Income Investment Fund does not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, there will be no obligation to any referral compensation or recruiter fee. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of Low Income Investment Fund.

LIIF, an EOE (Equal Opportunity Employer), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin. Candidates of diverse backgrounds and with diverse experiences are strongly encouraged to apply for this position.