Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support to senior leadership and help keep key initiatives, communications, and scheduling activities running smoothly in Tucson, Arizona. This Long-term Contract position is ideal for someone who can manage sensitive information with discretion, coordinate complex priorities, and serve as a dependable point of contact for internal and external stakeholders. The role also includes board-facing coordination, requiring strong organization, sound judgment, and the ability to prepare meetings and follow-through items with accuracy.

Responsibilities:
• Provide dedicated executive support to the President, anticipating needs, protecting confidentiality, and adapting to leadership preferences and priorities.
• Oversee a dynamic calendar by arranging meetings, organizing supporting documents, preparing briefings, and helping ensure timely follow-up on daily commitments.
• Manage communications on behalf of the President by responding to requests, screening inquiries, and coordinating speaking or meeting opportunities with professionalism and discretion.
• Track assigned initiatives and office projects, monitor deadlines, and help move action items forward across teams and stakeholders.
• Coordinate travel and related arrangements for executive meetings, external engagements, and leadership commitments with local and national organizations.
• Build productive relationships across staff, board members, sponsors, and other partners to support efficient communication and collaboration.
• Represent the executive office in meetings when appropriate, capture key information, and relay updates or next steps clearly.
• Organize board and committee logistics, including meeting notices, presentation materials, agendas, minutes coordination, onboarding support, and director communications through BoardEffect.
• Research issues, resolve administrative challenges independently, and recommend workflow improvements that strengthen efficiency and service quality.• Proven experience supporting senior executives in a high-level administrative or executive assistant capacity.
• Strong background in calendar management, meeting coordination, and preparation of detailed materials for leadership discussions.
• Experience arranging travel and handling related logistics with accuracy and attention to detail.
• Ability to communicate effectively with internal teams, board members, and external stakeholders while maintaining confidentiality.
• Proficiency in Microsoft Word and Microsoft Excel for document preparation, tracking, and reporting tasks.
• Demonstrated ability to manage multiple priorities, solve problems independently, and keep projects organized from start to finish.
• Comfortable supporting board meetings or committee activities, including agendas, notices, minutes, and presentation coordination.