Executive Assistant, Executive Leadership Team

The Executive Assistant (EA) plays a pivotal role in supporting members of the Executive Leadership Team (ELT), serving as a trusted partner who enables executive leaders to operate effectively, stay focused on strategic priorities, and maintain strong relationships with key internal and external stakeholders. This role does not provide dedicated support to the President & CEO. Instead, the EA partners with a diverse group of executive leaders and will be part of a strategic executive support team. This role requires a highly organized, detail-oriented, and proactive individual who can manage competing priorities, handle confidential information with discretion, and navigate complex organizational dynamics.

The EA will provide high-level administrative, communications, and project support across the Executive Leadership Team, ensuring leaders are well-prepared for meetings, presentations, community engagements, and strategic initiatives. This position will serve as an extension of executive leadership, drafting communications, preparing executive materials, and fostering strong relationships with stakeholders across the organization and community.

KEY AREAS OF RESPONSIBILITY:

Executive Support & Coordination

• Manage calendars, scheduling, and administrative support for members of the Executive Leadership Team, ensuring executive time is aligned with organizational priorities.
• Facilitate executive preparation for high-impact meetings, board engagements, community partnerships, donor meetings, and other strategic interactions by developing agendas, conducting research, and preparing briefing materials and talking points.
• Coordinate meeting logistics and ensure timely follow-up on action items, commitments, and key deliverables.
• Review and provide feedback, questions, and edits on executive documents, presentations, meeting materials, and written communications.

Executive Communications & Presentation Development

• Partner closely with executive leaders and the Marketing team to develop presentations, speeches, reports, talking points, and written communications.
• Draft communications on behalf of executive leaders, adapting to individual leadership styles and voices.
• Lead preparation planning sessions for executive engagements and ensure final deliverables are aligned with objectives and audience needs.
• Develop executive-ready presentations and written materials that effectively communicate organizational priorities, initiatives, and impact.

Team Coordination & Leadership Support

• Serve as a liaison between executive leaders, staff, board members, and external stakeholders, fostering effective communication and collaboration.
• Support leadership team meetings through agenda development, materials preparation, note-taking, and follow-up coordination.
• Assist executive leaders with committee management, stakeholder engagement, and cross-functional initiatives as needed.
• Act as a troubleshooter and problem solver, helping identify solutions and navigate challenges that arise across the organization

Stakeholder & Community Engagement

• Develop and maintain positive relationships with key partners, donors, board members, community leaders, and other external stakeholders.
• Coordinate executive outreach and engagement activities, ensuring timely communication and follow-up.
• Navigate complex stakeholder relationships and understand the political and organizational dynamics of various situations.
• Represent executive leadership with professionalism, responsiveness, and discretion in interactions with internal and external audiences.

Project Management & Strategic Support

• Support strategic initiatives and special projects led by members of the Executive Leadership Team.
• Track priorities, deadlines, and deliverables across multiple executives and initiatives.
• Conduct research, gather information, and prepare summaries to support executive decision-making.
• Identify opportunities to improve processes, communication, and coordination across the leadership team.
• Bring an organizational lens to problem solving, ensuring improvement opportunities and coordination efforts are in alignment with cross-functional ways of working.

SUPERVISORY RESPONSIBILITIES: None

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employ…