Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant serves as a trusted partner to the Chief Executive Officer (CEO), providing high-level administrative, operational, and communication support. This role manages executive priorities, coordinates complex schedules, facilitates communication with internal and external stakeholders, and ensures the CEO is informed of critical matters requiring their attention. The ideal candidate is highly organized, proactive, technologically proficient, exercises sound judgment, and maintains the highest standards of professionalism, discretion, and confidentiality.

Key Responsibilities

-Serve as a trusted administrative partner to the CEO by coordinating executive priorities, tracking key initiatives, and ensuring timely follow-up on action items and organizational commitments.

-Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, deadlines, and priorities while proactively identifying conflicts and ensuring effective use of executive time. 

-Coordinate meeting logistics, prepare agendas, compile briefing materials, and ensure the CEO is prepared for upcoming meetings, decisions, and organizational commitments.

-Support Board of Directors meeting preparation, including coordinating agendas, meeting materials, logistics, and follow-up items, as assigned. 

-Coordinate administrative aspects of cross-functional projects and organizational initiatives by tracking timelines, deliverables, deadlines, and action items to support successful execution.

-Monitor, organize, and prioritize incoming communications, including email correspondence, identifying urgent matters, escalating items requiring attention, and drafting responses as appropriate.

-Serve as a professional liaison for the CEO by providing exceptional customer service and maintaining positive relationships with internal and external stakeholders, including employees, Board members, community partners, donors, vendors, and other key contacts

-Develop and maintain organized digital records, files, shared folders, and documentation using Microsoft SharePoint and other collaboration platforms.

-Create professional presentations, flyers, one-page summaries, and communication materials using Canva and Microsoft tools to support executive and organizational needs.

-Support executive and organizational engagement activities, including leadership meetings, community events, partner interactions, and organizational initiatives, as needed. 

-Make travel arrangements for out-of-state travel, including coordinating transportation, lodging, itineraries, and related logistics as needed.

Required Skills and Competencies

-Professional, polished, and able to represent executive leadership with confidence and discretion.

-Excellent written and verbal communication skills, with the ability to communicate clearly, respectfully, and effectively.

-Strong attention to detail, accuracy, grammar, formatting, and follow-through.

-Highly organized, dependable, and able to manage multiple priorities in a fast-paced environment.

-Proactive problem-solver who can anticipate needs, take initiative, and work independently.

-Strong time-management skills and ability to prioritize urgent and important tasks.

-Comfortable learning and using technology to improve efficiency, communication, and workflow.

-Proficient in Microsoft Office tools, especially Outlook, Excel, Word, PowerPoint, Teams, and SharePoint.

-Proficient in Canva for creating professional graphics, presentations, flyers, and communication materials.

-Ability to organize digital content, maintain shared files, and support collaboration across teams.

Qualifications

-3-5 years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar administrative role

-High school diploma or equivalent required; associate or bachelor’s degree in business administration, communications, or a related field preferred.

-Strong interpersonal and relationship-management skills with a customer service mindset and the ability to interact effectively with internal and external stakeholders

-Proficiency using Microsoft Office Suite, Canva, and project management tools such as Asana to support communication, organization, scheduling, and project coordination.

-Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Preferred Qualifications

-Prior experience serving as an Executive Administrative Assistant or in a similar executive support role

-Experience using AI-powered productivity tools (e.g., Microsoft Copilot, ChatGPT, Claude, or similar platforms) to enhance administrative efficiency, support research, draft communications, summarize information, and streamline workflows.

-Demonstrated ability to learn and adopt emerging technologies that improve executive support, organization, communication, and operational effectiveness.