Executive Assistant

Hours Per Week: 40

Job Type: Full-time, Exempt

Summary/Objectives of Position

The Executive Assistant provides high-level executive, administrative, and operational support to the Chief Executive Officer (CEO) and serves as a trusted strategic partner in advancing organizational priorities. This position manages the daily operations of the Executive Office and serves as a primary liaison among the CEO, Board of Directors, executive leadership, employees, community partners, governmental agencies, and other external stakeholders.

The Executive Assistant coordinates executive and Board activities, supports governance processes, and facilitates effective communication and collaboration to ensure the efficient execution of organizational priorities. The position is responsible for developing, implementing, and continuously improving administrative processes and procedures; overseeing executive correspondence, contracts, records management, insurance administration, and other Executive Office functions; and coordinating special projects as assigned. This position ensures that the Board members keep their commitments within the Board’s established committees.

The Executive Assistant supervises the Administrative Department, providing leadership, guidance, and accountability to ensure departmental responsibilities, operational objectives, and service standards are consistently achieved. When designated by the CEO, attend internal and external meetings as the CEO’s representative to accurately record meeting minutes, document key discussions and decisions, track action items, and communicate approved follow-up information, ensuring continuity and effective communication on behalf of the CEO. The Executive Assistant is expected to uphold the highest standards of confidentiality, integrity, ethical conduct, and professionalism when handling sensitive and proprietary information.

Essential Duties, Functions & Responsibilities

• Ensure efficient use of CEO time by functioning as the point of contact for the CEO. Incoming and outgoing communications, requests for time, meetings, etc. to and from the CEO’s office are filtered and prioritized, ensuring unnecessary requests for time and other distractions are kept to a minimum.
• Coordinate and manage the CEO’s calendar, including travel arrangements, meetings, conferences, and special events. Prioritize the most sensitive matters. Assist the CEO in planning and coordinating the daily calendar. Keep the CEO apprised of deadlines and time frames.
• Attend internal and external meetings when assigned to record accurate meeting minutes, document key discussions, track action items, and communicate approved follow-up information.
• Provide administrative support to the CEO that ensures communication and responsiveness, such as taking calls and scheduling appointments and meetings.
• Support the conservation of the CEO’s time by reading, researching, and routing correspondence and answering inquiries appropriately.
• Develop and maintain Board binders, administrative files, and policy manuals.
• Plan and oversee Board Recruitment, Board Orientations, and Board training with CEO input and direction.
• Support the Board of Directors by preparing draft minutes to record meetings. Act as liaison between Board and management ensuring Board calendar is followed and holding department heads accountable for timely reports and materials.
• Oversee filing and maintenance of legal corporate records: e.g.: Board By-Laws, Articles of Incorporation; and some external agency contract agreements; coordinate other corporate filing with the CEO.
• Work with the Board and CEO regarding coordination and completing yearly donation and fund-raising activities and events.
• Ensure the Board calendar and matrix are followed. Plan and anticipate timeframe requirements and communicate expectations to appropriate personnel. Responsible for the tracking of appropriate follow-ups from all meetings and tracking the timely completion of tasks as necessary.
• Support the CEO by developing draft agendas and minutes for meetings with the CEO and other staff members, including department and leadership meetings.
• Create and maintain CEO reports and presentations as directed.
• Work closely with the CEO and Human Resources Department in planning and executing All-Staff Meetings.
• Provide supervision and direction for administrative personnel by assigning work, establishing and managing schedules for adm…