Executive Assistant

Job Description

Job Description

Description:

Mission: LGBT Life Center is a trusted leader that empowers the LGBTQ+ communities and all people affected by HIV through improving health and wellness, strengthening families and communities, and providing transformative education and advocacy. 

Who We Are: LGBT Life Center is a trusted leader serving Hampton Roads since 1989 (formerly known as CANDII House and ACCESS AIDS Care). We strengthen the LGBTQ+ community and individuals living with HIV through health and wellness services, supportive housing, food programs, education, and advocacy. Our work is rooted in community care, inclusion, and health equity.

Overview: The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) by managing complex calendars, coordinating meetings and travel, preparing executive communications and presentations, and handling confidential information with discretion. This role serves as a trusted partner to executive leadership, ensuring efficient operations through exceptional organization, sound judgment, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

This is an in-person position that reports directly to the CEO. 

FLSA Status: Exempt.

Benefits Offerings: We offer a comprehensive benefits package designed to support your health, financial well-being, and work-life balance, including:

• 403(b) Retirement Plan  
• Medical Insurance  
• Dental Insurance  
• Vision Insurance
• Life Insurance  
• Accidental Death & Dismemberment (AD&D) Insurance  
• Short-Term / Long- Term Disability Insurance  
• Employee Assistance Program (EAP) providing confidential counseling, resources, and support services for employees.
• Paid Vacation Time  
• Wellness Time Off  

Our commitment is to provide benefits that help employees thrive both professionally and personally.

Essential Responsibilities  

Executive Administration & Calendar Management

• Manage complex executive calendars, coordinating meetings, appointments, events, and resolving scheduling conflicts.
• Sustain daily calendars of meetings and events while anticipating scheduling needs.
• Prepare agendas, reports, presentations, spreadsheets, and other executive documents.
• Assist in preparing, managing, and organizing executive presentations and presentation decks.
• Complete additional administrative duties and special projects as assigned.

Executive Communication & Correspondence

• Draft, edit, and prepare correspondence for internal announcements, board meetings, and organizations in which executives participate.
• Screen incoming telephone calls, respond to routine inquiries, accurately relay messages, and direct non-routine matters appropriately.
• Welcome executive guests by greeting them in person or by phone, answering questions, and directing inquiries professionally.
• Serve as a professional representative of the Executive Team and the organization through exceptional communication and follow-through.

Confidential Executive Support

• Manage highly sensitive matters with the highest level of confidentiality and discretion, particularly decisions impacting the company's global operations.
• Exercise sound judgment when handling confidential C-Level information.
• Maintain executive contact lists and confidential records.
• Research, collect, organize, and analyze information in advance to conserve executive time and support informed decision-making.

Travel & Expense Management

• Coordinate domestic and international travel arrangements, accommodations, transportation, and itineraries.
• Prepare, submit, and reconcile executive expense reports.

Executive Partnership & Project Support

• Represent the company and executive leadership with professionalism, integrity, and sound judgment.
• Remain responsive to emails, text messages, and phone calls, including outside standard business hours when business needs require.
• Complete ad hoc projects as assigned, including assistance with executive personal events and family-related needs.
• Serve as the project lead for strategic and special initiatives, coordinating stakeholders, timelines, and deliverables.

Additional Responsibilities

• Perform additional duties as assigned to support executive and organizational priorities.

Requirements:

• Bachelor's degree required. 
• Minimum of five (5) years of experience supporting C-Level executives in an Executive Assistant or comparable senior administrative role. 
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. 
• Flexibility to work outside of standard business hours as needed to support executive meetings, projects, travel, and business operations. 

Knowledge, Skills, Abilities

• Strong business acumen with the ability to assess priorities, exercise sound judgment, and make informed decisions independently. 
• Exceptional organizational and time management skills with the ability to manage multiple priorities and consistently meet deadlines. 
• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally and confidently with executives, board members, employees, and external stakeholders. 
• Demonstrated ability to handle highly confidential and sensitive information with discretion, integrity, and professionalism. 
• Proven ability to work effectively in a fast-paced, high-pressure environment while maintaining accuracy and attention to detail. 
• Strong problem-solving skills with the ability to anticipate executive needs, think proactively, and identify effective solutions. 
• Ability to build and maintain productive working relationships through a collaborative, service-oriented approach. 
• Demonstrated commitment to delivering high-quality work with exceptional follow-through and accountability. 
• Ability to work independently with minimal supervision while exercising sound judgment and initiative. 
• Resourceful, adaptable, and able to respond with urgency to changing priorities and business needs. 
• Strong attention to detail and ability to research, analyze, and synthesize information to support executive decision-making. 

Work Requirements

• Must have reliable transportation and acceptable driving record is required.
• This work requires the following physical activities: Walking, sitting, hearing/seeing, talking in person or on the phone.
• Occasional walking, bending, standing and driving are needed.
• Work is performed in an office setting.
• Work is also performed in social and community settings, as necessary.
• Minimal to moderate lifting is required at times. 
• Extended work schedule may apply to accommodate agency’s needs.