Executive Assistant

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to executive leadership while serving as a key liaison for board governance activities and organizational initiatives. This role requires exceptional communication skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is a strategic thinker who thrives on organization, anticipates needs, and can effectively coordinate executive, board, and organizational activities with professionalism and discretion.

Key Responsibilities

Executive Support

• Manage executive calendars, scheduling, and meeting coordination.
• Prepare meeting materials, presentations, reports, and correspondence.
• Coordinate executive travel, events, and logistics as needed.
• Track priorities, deadlines, and follow-up items to ensure timely completion.
• Support executive leadership with administrative and operational tasks.

Board Governance & Administration

• Coordinate Board of Directors and committee meetings, including agendas, materials, notices, and logistics.
• Record and maintain meeting minutes and governance documentation.
• Serve as a primary point of contact for board members and committee leadership.
• Maintain board records, terms, onboarding materials, and governance resources.
• Assist with board communication, engagement, and governance best practices.

Event & Program Coordination

• Plan and coordinate executive meetings, retreats, board events, and organizational gatherings.
• Manage event logistics including vendors, venues, registrations, materials, and on-site support.
• Support special organizational initiatives, programs, and projects as assigned.

Organizational Support

• Assist with project tracking, goal management, and cross-functional coordination.
• Support leadership teams through meeting coordination, documentation, and follow-up activities.
• Maintain databases and reporting systems to ensure accurate and current information.
• Foster positive relationships with internal and external stakeholders.

Qualifications

Required Experience

• Minimum of 5 years of experience supporting senior-level executives in a professional, corporate, nonprofit, or similarly complex environment.
• Demonstrated experience managing confidential information with discretion and professionalism.
• Experience coordinating meetings, projects, and multiple competing priorities.

Required Skills

• Exceptional written and verbal communication skills, including business writing, editing, and proofreading.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, time management, and project coordination skills.
• Ability to manage complex schedules and prioritize competing demands.
• Excellent interpersonal and relationship-building abilities.
• High attention to detail and accuracy.
• Strong problem-solving skills and sound professional judgment.
• Ability to work independently while collaborating effectively with a variety of stakeholders.

Preferred Qualifications

• Experience supporting boards of directors or governance functions.
• Experience with CRM or database management systems.
• Background in event planning and coordination.
• Experience tracking projects, goals, and organizational initiatives.