Executive Assistant, OCEO

About the Organization

The hiring organization is a nonprofit philanthropic services group that oversees more than $400 million in annual grantmaking from individuals, families, companies, and foundations. Founded in 2002, it helps advance effective philanthropy by offering governance, management, and operational support to initiatives around the world. Built on a legacy of thoughtful giving, it has enabled over $3 billion in grants across nearly 70 countries and acts as a fiscal sponsor for more than 120 projects.

About the Role

The Executive Assistant, OCEO will provide high-level administrative, scheduling, and operational support to executive vice president-level leadership. The role is central to keeping the executive office organized, managing priorities, coordinating communications, and ensuring that daily operations run smoothly. By handling a wide range of logistical and administrative tasks, this position helps leaders stay focused on strategic decisions and core responsibilities.

Key Responsibilities

• Handle end-to-end administrative support, including calendar management, meeting setup, travel coordination, and expense processing.
• Review, submit, and reconcile expenses through financial tools and systems.
• Coordinate demanding schedules and arrange meetings in line with executive priorities.
• Organize detailed travel plans, including backup arrangements when needed.
• Support projects and internal initiatives by maintaining information in CRM platforms and tracking systems.
• Assist with project and event coordination, including communications, logistics, updates, and risk tracking.
• Prepare for meetings, capture notes, and follow through on action items.
• Screen and prioritize access to executives, ensuring communication is managed effectively.
• Help maintain timely alignment and information flow between internal teams and outside stakeholders.
• Plan and coordinate meetings, offsites, retreats, and social gatherings.
• Work independently on assigned tasks while partnering with senior advisors to set priorities.
• Manage several competing tasks with precision and consistent follow-through.

Requirements

• A bachelor’s degree or comparable professional experience is preferred.
• At least 5 years of experience supporting executives, ideally across multiple C-suite leaders in a complex environment.
• 3 to 4 years of experience in the philanthropic or nonprofit sector is preferred.
• Strong working knowledge of scheduling tools, collaboration platforms, Microsoft Office, and browser-based applications.
• Clear verbal and written communication skills, along with strong interpersonal ability.
• Excellent planning and organizational capability, with the ability to juggle deadlines and shifting priorities.
• High discretion, sound independent judgment, and analytical thinking.

Compensation and Hiring Notes

The compensation for this position will be based on the candidate’s background, skills, and other relevant considerations.

Equal Opportunity

The employer is an equal opportunity organization and values a diverse, inclusive workplace. All qualified applicants are considered without regard to race, color, religion, gender, gender identity or expression, sexual orientation, or national origin.

Application Note

The role is being presented by a recruiting partner, which is not the employer of record. Candidates are expected to complete the application directly through the hiring organization’s career page or applicant tracking system.