Executive Assistant

Salary Range- $55,000-$70,000

Major Duties and Expectations

• Provides administrative support to President & CEO:

• Coordinates meeting logistics, correspondence, and travel arrangements for the CEO. (This role does not manage the CEO’s personal calendar; staff book directly on Outlook.)

• Maintains the CEO’s recurring calendar holds (focus time, prep, travel, priority commitments) and protects them as internal team book directly into open time.

• Steps in only when a booking lands inside a hold or creates a genuine conflict, resolving it directly with the requester.

• Tracks the CEO’s active projects and commitments, and drives follow-up so nothing is dropped.

• Prepares agendas, briefing materials, and follow-up notes for the CEO’s meetings.

• Able to represent the CEO and make sound decisions on her behalf when she is unavailable or at less than full capacity.

• Provides support to CHSC Board of Directors:

• Prepares all board and committee meeting agendas and materials.

• Manages board and committee calendars, and runs scheduling polls for meetings and events.

• Maintains the board roster and supports board member recruitment, onboarding, and offboarding.

• Attends board and committee meetings to take and distribute minutes.

• Supports the organization’s strategic planning process: scheduling, materials, tracking action items, and follow-up.

• Coordinates board social events.

• Ensures communication accommodations are in place for all board and committee meetings.

• Senior Management Team and All Team Liaison:

• Participates as an adjunct member of the senior management team including scheduling meetings and retreats, coordinating agendas, and assigning follow-up tasks.

• Plans agendas for monthly all-team meetings.

• Coordinates accessibility accommodations (ASL interpreting, captioning, and related needs) for all-team meetings.

• Works with speakers and presenters ahead of time to ensure they are prepared.

• Plans and executes two staff events per year.

• Fundraising and Donor Relations

• Supports corporate fundraising initiatives and campaigns.

• Helps the CEO steward and cultivate donor relationships, including tracking touchpoints, drafting correspondence, and coordinating donor meetings.

• Technology and Systems

• Builds out and maintains SharePoint sites for the board and the all-team, extending what the CEO has already started rather than needing it rebuilt from scratch.

• Uses AI tools (e.g., drafting, summarizing, meeting prep, research) as a standard part of daily workflow to move faster and produce better work.

• Identifies where technology can remove steps from a process, and proposes and implements those fixes in collaboration with CEO and Team.

• Other duties as assigned by CEO.

Education/Experience/Skills

• Bachelor’s degree required; advanced degree or equivalent professional experience a plus. No specific credential is required, but the candidate should have a track record of increasing responsibility in executive support, project management, or nonprofit operations, ideally including exposure to board governance.

• 5+ years of experience supporting a senior executive, board, or comparable high-accountability environment.

• Demonstrated ability to manage a complex, competing set of priorities across board governance, staff operations, and donor relationships without close supervision.

• Sharp, intuitive judgment: reads situations quickly and adapts without needing detailed instructions.

• Self-directed and reliably punctual; follows through on commitments without reminders.

• Composed under pressure; trustworthy with confidential and sensitive information.

• Genuine skill at making people feel respected, prepared, and at ease, whether a board member, a donor, or a colleague.