Executive Assistant to the CEO

Job Summary

The Executive Assistant to the CEO provides high-level administrative and organizational support to the Chief Executive Officer. This position is responsible for managing the CEO’s calendar and appointments, coordinating meetings, taking and organizing meeting notes, maintaining executive and Board files, preparing correspondence and documents, tracking follow-up items, and ensuring that the CEO’s office remains organized and responsive.

The ideal candidate is highly organized, dependable, discreet, detail-oriented, and an excellent written and verbal communicator. The Executive Assistant must be able to write clearly and professionally, communicate effectively with individuals at all levels of the organization, and represent the CEO’s office in a professional manner.

This individual must exercise sound judgment, manage multiple priorities with minimal supervision, and maintain strict confidentiality when handling executive, personnel, financial, Board, legal, and organizational information.

Duties

• Manage and maintain the CEO’s calendar, appointments, meetings, and schedule.
• Schedule internal and external meetings and coordinate with participants.
• Confirm appointments and ensure the CEO has necessary information and materials in advance.
• Help prioritize scheduling requests and identify potential scheduling conflicts.
• Coordinate meeting rooms, virtual meeting links, conference calls, and other meeting logistics.
• Maintain reminders for important meetings, deadlines, commitments, and follow-up items.
• Assist with travel arrangements, reservations, itineraries, and related logistics as requested.
• Attend designated meetings with the CEO and take clear, accurate, and well-organized notes.
• Prepare meeting agendas and supporting materials as directed.
• Document key discussions, decisions, assignments, deadlines, and action items.
• Summarize discussions clearly and concisely while capturing important information.
• Maintain an organized record of meeting notes and supporting documents.
• Track action items and follow up with responsible individuals as directed by the CEO.
• Provide the CEO with reminders regarding outstanding assignments or commitments before upcoming meetings.

Qualifications

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree preferred.
• Prior administrative assistant, executive assistant, office coordinator, or similar experience preferred.
• Experience supporting senior executives or leadership is strongly preferred.
• Experience in healthcare, nonprofit, executive administration, or Board support is preferred but not required.

Skills & Abilities

• Excellent written and verbal communication skills.
• Strong professional writing, grammar, spelling, proofreading, and editing skills.
• Ability to draft professional correspondence with minimal direction.
• Ability to communicate confidently and professionally with executives, Board members, employees, and external stakeholders.
• Excellent organizational and time-management skills.
• Strong note-taking and documentation skills.
• Ability to listen to a discussion and accurately summarize key points, decisions, and action items.
• Ability to organize electronic and physical files systematically.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Ability to maintain confidentiality and exercise professional judgment.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Comfortable learning electronic filing, document-management, and other organizational systems.

Join our team as an Executive Assistant to the CEO — where your organizational expertise fuels our success!

Pay: $26.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person