Executive Assistant to the CEO

Executive Assistant

The Executive Assistant provides comprehensive administrative, organizational, and operational support to the Chief Executive Officer. The Executive Assistant manages executive priorities, including the coordination of confidential communications, calendar coordination, travel and external engagements, preparation of presentation materials and written reports, and other administrative support as directed. This role is critical to the effective functioning of the CEO's office and requires exceptional judgment and the ability to anticipate needs and execute responsibilities in a manner that reflects a high standard of operational excellence.

Principal Responsibilities

1. Serves as a strategic administrative partner to the CEO, anticipating needs, managing complex priorities and ensuring seamless preparation of meetings, stakeholder engagement, and executive initiatives.
2. Manage the CEO's calendar, including setting up appointments, scheduling meetings, resolving conflicting priorities and ensuring that the CEO is on time, organized and prepared for each meeting/appointment. This includes responsibility for the management of Outlook calendar entries. Responsibilities include initiating contact and securing appointments, equipment, and facilities as appropriate.
3. Coordinate travel arrangements, including flights, accommodations, and itineraries.
4. Coordinate closely with the Senior Manager of Operations and Administration to manage internal meetings, agendas, room reservation, materials preparation, and catering.
5. Collaborate closely with the Senior Manager of Operations and Administration, who serves as the Board Recording Secretary, on preparations for quarterly Board meetings and Board communication as needed.
6. Collaborate closely with appropriate internal Staff to ensure that responsibilities are carried out effectively and to accomplish organizational goals and objectives as needed.
7. Reconcile monthly credit card and business-related expenses for CEO. Prepare and submit monthly expense reports on behalf of the CEO.
8. Maintain organized and complete electronic file system to document projects, correspondence and activities of the CEO.
9. Take on a range of special projects that the CEO may identify in the course of the role.

Job Qualifications & Requirements

• Bachelor's degree required.
• Minimum of 8-10 years' experience in an executive assistant or closely related role.
• Exceptional organizational skills, detail-oriented, capacity to deal with constant schedule changes.
• Flexibility and skill in working in a high-demand, multi-task environment.
• Exceptional interpersonal skills with a customer service mindset.
• Ability to interact effectively with all levels of employees throughout the organization, the Board of Directors, and outside constituents.
• Duties are highly confidential in nature and require strong judgment, discretion and integrity.
• Action-oriented and entrepreneurial self-starter who can work well independently and in teams.
• The Foundation follows a 35-hour work week schedule for full-time positions. This position requires the ability to work a flexible schedule and/or additional hours, based on the needs of the CEO, and will require availability on evenings and weekends.