Executive Assistant to Chief Executive Officer

THE POSITION

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer in a dual-function role that provides high-level executive support and serves as the primary administrative liaison to the Board of Directors. This role manages complex scheduling, facilitates board governance, coordinates executive communications, and ensures that the CEO and Board are well-prepared and positioned to lead effectively. Working collaboratively with leadership and department administrators, the Executive Assistant helps ensure effective coordination and alignment across the organization.

RESPONSIBILITIES

Support the Chief Executive Officer

● Manage the CEO’s calendar with a high degree of accuracy, professionalism, and judgment, including scheduling internal and external meetings, prioritizing requests for the CEO’s time, and proactively resolving scheduling conflicts.

● Serve as a liaison between the CEO and internal staff, board members, external partners, and other stakeholders, facilitating communication and maintaining a responsive and professional presence on behalf of the CEO.

● Coordinate CEO travel arrangements and process monthly expense reports and reimbursements accurately and on time.

● Track CEO action items and outstanding deliverables, proactively supporting follow-up and helping ensure timely completion of priority items.

● Develop correspondence, annotated agendas, briefing packages, presentations, and other written materials for the CEO, exercising judgment around accuracy, clarity, and confidentiality in all communications and handling sensitive information with professionalism and discretion.

● Coordinate leadership team meetings and other executive meetings, including complex calendar coordination across multiple executives, partnership with other support staff to align leadership availability, preparation of meeting materials, and management of follow-up documentation and action items.

● Support consultant coordination, tracking of project deliverables, and other special assignments or projects as directed by the CEO or other C-suite.

Board of Directors Administration and Support

● Serve as the primary administrative point of contact for the Board of Directors, independently developing and managing all aspects of board meeting coordination, including drafting annotated agendas, preparing board briefing materials and correspondence, overseeing compilation and distribution of meeting packages, and maintaining the board intranet with current and accurate materials.

● Schedule and coordinate all board and committee meetings, working across time zones, schedules, and stakeholder availability to support seamless logistics and preparation.

● Coordinate logistics for in-person board meetings, including hotel accommodations, meeting venues, meals, transportation, and audiovisual or technology needs.

● Arrange board member travel, manage related expense reporting and reimbursements, and process fees for non-family board members accurately and in a timely manner.

● Capture and distribute accurate minutes for board and committee meetings; maintain official governance records, board member contact information, and distribution lists; track action items and support timely follow-up.

● Support board member recruitment and onboarding logistics, including preparation of onboarding materials and coordination of orientation-related activities.

CANDIDATE QUALIFICATIONS AND EXPERIENCE

Requirements

● Five or more years of experience providing increasingly senior-level administrative support, with direct experience supporting both executive or senior leadership and a Board of Directors or governing body.

● Demonstrated experience in complex, fluid organizational environments, including sophisticated calendar management, travel coordination, and handling sensitive and confidential information with professionalism and discretion.

● Demonstrated familiarity with board governance structures and practices, including experience developing annotated agendas and briefing packages, capturing and distributing minutes, and maintaining official governance records and documentation.

● Experience coordinating events and logistics for in-person and virtual meetings, including multi-stakeholder convenings.

● Proficiency with a range of technology platforms and tools, including calendar and scheduling systems, virtual meeting platforms, document and project management systems, and board …