Executive Assistant

Description: The Executive Assistant serves as a trusted extension of the Chief Program Officer, exercising delegated authority and independent judgment on matters of significance affecting the organization. This position manages the operations of the CPO, acts on the CPO’s behalf in designated matters, and ensures the CPO’s time, communications, and commitments are aligned with the strategic priorities of Children’s Legacy Center.
The Executive Assistant represents Children’s Legacy Center and its mission, staff, and culture with professionalism and enthusiasm to all constituents, including board members, donors, community partners, and public agencies. This is a high-trust position requiring sound discretion, initiative, and the ability to make decisions and commitments within delegated authority without step-by-step direction.
Essential Duties and ResponsibilitiesExecutive Decision Support and Delegated Authority• Acts with delegated authority on behalf of the CPO in designated operational and administrative matters, including committing the CPO’s time, approving routine requests, and resolving matters that do not require the CPO’s personal attention.• Exercises independent judgment to evaluate, prioritize, and route incoming requests, issues, and opportunities, determining which require CPO involvement and which the Executive Assistant will resolve directly.• Manages highly confidential and sensitive information, including personnel, legal, financial, and strategic matters, and determines appropriate handling and disclosure within organizational policy.• Interprets and applies organizational policies on behalf of the CPO and advises staff and external parties on policy questions.• Briefs the CPO on emerging issues, deadlines, and organizational matters, providing analysis and recommended courses of action.
Communications and External Representation• Drafts, edits, and sends correspondence, statements, and other communications on the CPO’s behalf, with authority to respond independently to a broad range of internal and external inquiries.• Serves as a primary liaison between the CPO and staff, board members, donors, partner agencies, and the public, ensuring effective and professional communication.• Represents the CPO at meetings and events as designated, reporting outcomes and following through on resulting commitments.• Reviews and edits materials prepared by or for the CPO for accuracy, tone, and alignment with organizational messaging.
Board and Leadership Support• Coordinates board and committee meeting logistics, prepares and distributes agendas, board packets, and supporting materials, and ensures governance deadlines are met.• Supports the leadership team by tracking follow-up items from executive and board meetings and holding owners accountable for completion.
Project and Operations Management• Plans and manages special projects for the CPO from initiation through completion, including defining scope, coordinating contributors, managing timelines, and reporting results.• Conducts research and analysis on assigned topics and prepares findings, summaries, and recommendations to inform executive decisions.• Develops and maintains systems and processes for the CPO, including records, filing, expense processing, and reporting, and improves these systems as organizational needs evolve.• Prepares, organizes, and analyzes reports, data, and documentation for meetings, grants, and assigned projects.
Executive Logistics• Provides real-time scheduling and calendar management for the CPO, with authority to accept, decline, and reprioritize commitments consistent with strategic priorities.• Arranges travel, including transportation, lodging, and per diem, and resolves itinerary issues independently.• Processes receipts and expenses in accordance with organizational policies.• Performs related administrative duties and errands as needed in support of the Office of the CPO.
Required Skills and Abilities• Demonstrated sound judgment and discretion in handling confidential information and making independent decisions on behalf of an executive.• Excellent written and verbal communication skills, including the ability to write in an executive’s voice.• Strong organizational, analytical, and project management skills with the ability to plan, prioritize, and manage a diversified workload independently.• Personal effectiveness, credibility, and professionalism with all constituen…