Executive Assistant to Chief Executive Officer

The Executive Assistant's primary responsibility is to provide administrative and coordination support to the President & CEO, including managing the CEO’s calendar, scheduling meetings, and supporting the effective day-to-day operations of the CEO’s office. The role supports Board governance processes, facilitates communication across the leadership team, and ensures effective follow-through on priorities.

Executive Support

• Manage the CEO’s calendar, including scheduling, prioritization, and meeting logistics.
• Coordinate internal and external meetings, including agendas, materials, and follow-up actions.
• Draft routine communications and assist with meeting preparation.
• Manage CEO-related logistics, including travel, speaking engagements, and expenses.
• Assist with planning leadership meetings, staff meetings, and offsites.
• Utilize project management and workflow tools (e.g., Airtable, Asana, BoardEffect, or similar) to track tasks, manage priorities, and ensure timely follow-through.
• Coordinate with leadership team members, including the Chief of Staff, to support alignment on priorities and meeting readiness

Board & Governance Support

• Coordinate Board and committee meeting logistics, including scheduling and materials.
• Support preparation and distribution of Board materials, including agendas and supporting documents.
• Take notes and track action items as needed.
• Maintain Board records and contact information, including updates in systems such as Salesforce.
• Partner with the Development team to maintain awareness of key stakeholders, including donors and partners, and ensure the CEO is prepared with relevant context to support meeting preparation and scheduling prioritization.
• Serve as a point of contact for scheduling and coordination with internal and external stakeholders.
• Communicate professionally with Board members, donors, and partners as needed.

Qualities & Behaviors

• Organization & Time Management: Manages schedules and priorities with accuracy and attention to detail.
• Communication: Communicates clearly and professionally in written and verbal formats.
• Discretion & Judgment: Handles sensitive information with confidentiality and sound judgment.
• Proactivity & Initiative: Anticipates needs, takes ownership of tasks, and follows through with minimal direction.
• Collaboration: Works effectively across teams, including leadership and development partners • Adaptability: Responds effectively to changing priorities in a fast-paced environment.

Qualifications and Skills

• Bachelor’s degree or equivalent experience
• 5+ years of administrative or executive support experience
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple priorities
• High level of discretion and ability to handle confidential information
• Experience coordinating across multiple stakeholders and supporting leadership priorities

Preferred Qualifications and Skills

• Experience supporting senior leadership in a nonprofit or similar environment
• Experience coordinating Board or governance activities
• Experience using project management or workflow tools (e.g., Airtable, Asana, or similar)
• Experience with Board management platforms (e.g., BoardEffect) or similar tools
• Experience supporting donor-related activities or working with development teams
• Fully sponsored Medical, dental, and vision benefits
• Partially sponsored Health dependent costs
• Health Savings Accounts (HSA) with employer contributions
• 403(b) retirement plan with 1:1 employer matching
• Fully sponsored Life and Disability Insurance
• Employee Discounts in museum store and onsite cafe

Equal Employment Opportunity

At CHM, we believe that diversity and inclusion among our teammates is critical to our success. We provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, pregnancy, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, we will provide reasonable accommodations for qualified individuals with disabilities.