Executive Assistant

Role Overview

The Executive Assistant to the CEO is a highly trusted partner who keeps executive priorities organized, communications flowing, and day-to-day operations on track. This position supports the Chief Executive Officer and the Executive Leadership Team by managing scheduling, correspondence, special projects, and high-level coordination. The ideal candidate is a proactive problem solver, a strong relationship builder, and an exceptional organizer who can work effectively in a fast-moving, mission-focused environment while maintaining complete professionalism, discretion, and sound judgment.

CEO Office Support

• Oversee the CEO’s demanding calendar and ensure meetings are prioritized in line with strategic and organizational needs.
• Prepare, refine, and manage emails, letters, talking points, and other communications for the CEO, while handling inquiries and follow-ups as needed.
• Act as a liaison and point of contact for internal teams, external stakeholders, senior leaders, donors, partners, and board members.
• Create internal and external briefings and reports.
• Attend meetings, capture confidential notes, and document decisions and action items.
• Coordinate logistics for CEO meetings, retreats, events, and public-facing engagements.

Executive Team Coordination

• Build and maintain trusted working relationships with the Executive and Senior Leadership Team.
• Set up and sustain the annual meeting calendar for the Executive Team in coordination with departmental plans and meetings.
• Prepare agendas, supporting materials, and briefing documents for meetings.
• Track action items and follow-ups to keep work aligned with strategic goals.
• Support the CEO and leadership group in monitoring executive performance and operational objectives.

Board Support

• Organize all Board of Directors meetings, including agenda creation, materials preparation, and minute distribution.
• Coordinate annual schedules for board and committee meetings, along with retreats, orientation sessions, and special events.
• Keep board manuals, onboarding materials, and other resources up to date and easy to access.

Special Projects and Strategic Work

• Lead and coordinate special assignments from the CEO, including organization-wide initiatives and strategic planning efforts.
• Research topics, review data, and summarize findings to help guide executive decisions.
• Build action plans and manage timelines, deliverables, and implementation progress.

Additional Notes

This role description is intended to describe the main responsibilities of the position and is not a complete list of every task that may be required. Management may adjust, expand, reduce, or delegate duties as business needs change.

Qualifications

An associate degree is required. A bachelor’s degree in business administration, communications, or a similar field is preferred. Candidates should have 2 to 4 years of experience in executive support or project management, ideally within a fast-paced nonprofit, public-sector, or corporate environment.

Schedule and Work Expectations

This is a Monday through Friday position during standard business hours. Some evenings and weekends may occasionally be needed to support events, deadlines, or organizational priorities.

Skills and Attributes

The role calls for exceptional organization, strong project coordination, advanced Microsoft Office skills, clear communication, emotional intelligence, discretion, attention to detail, and the ability to build productive relationships across teams and with external stakeholders. A successful candidate should be comfortable supporting senior leaders, anticipating needs, adapting quickly, and taking initiative. Alignment with the organization’s mission, values, and goals is important.

Physical Requirements

The position requires the ability to lift and carry up to 30 pounds, sit and type for extended periods, and regularly use hands and arms to work with standard office equipment.

Health Requirements

Proof of tuberculosis (TB) test clearance is required before employment begins. Additional health screenings or vaccinations may also be required by the organization or applicable regulatory agencies.

Work Environment

The workplace is collaborative and team-oriented, with frequent communication across departments. The environment is fast-paced, service-driven, and centered on supporting internal teams and organizational initiatives.

Compensation Note

The salary range listed for this position is an estimate. The final offer will be based on a candidate’s relevant experience, skills, education, certifications, licenses, and overall qualifications.

About the Organization

The organization delivers high-quality education programs for children and adults, maintains a shelter designed to help vulnerable families with newborns, and is committed to helping end the cycle of homelessness. It is also an equal opportunity employer and provides a workplace free from harassment and discrimination.