Executive Assistant

The Executive Administrative Assistant is the COO's right hand, keeping their schedule, communications and priorities running so they can focus on leading the organization's operations. This person anticipates needs, manages competing demands with sound judgment, and handles confidential information with complete discretion.

Make sure to apply quickly in order to maximise your chances of being considered for an interview Read the complete job description below.

Responsibilities

• Executive support
• Manage the COO's complex calendar, prioritizing meetings and resolving conflicts across internal and external stakeholders
• Screen and triage email, calls and requests; draft correspondence on the COO's behalf
• Prepare briefing materials, agendas and presentations ahead of meetings
• Coordinate domestic travel and process expense reports and reimbursements
• Operations and leadership team support
• Schedule and staff senior leadership team meetings: agendas, minutes, and follow-up on action items
• Track deadlines and deliverables across operations departments (finance, HR, IT, facilities) and keep the COO informed
• Assist with budget tracking, vendor contracts, invoices and purchase approvals
• Support special projects such as policy updates, process improvements and organization-wide initiatives
• Board and events
• Help prepare materials for Board and committee meetings, including the operations portions of board books
• Coordinate logistics for staff retreats, all-hands meetings and organizational events
• Office and relationship management
• Serve as a professional point of contact for staff, Board members, funders, partners and vendors
• Maintain organized, confidential files and records
• Support onboarding logistics for new staff as needed

Qualifications

• 7+ years of administrative experience, including at least 3 years supporting a C-suite or senior executive
• Expert calendar management and the ability to juggle shifting priorities calmly
• Excellent written and verbal communication skills
• Proven discretion with confidential information
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Strong organization, attention xhyhwjd to detail, and follow-through

Required Skills

• Expert calendar management and the ability to juggle shifting priorities calmly
• Excellent written and verbal communication skills
• Proven discretion with confidential information
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Strong organization, attention to detail, and follow-through

Preferred Skills

• Bachelor's degree
• Nonprofit or association experience
• Experience supporting Board and committee meetings
• Familiarity with expense and project tools such as Concur, Asana or Smartsheet