Executive Assistant to Chief Executive Officer

We are seeking a highly organized, professional, and proactive Executive Assistant to provide comprehensive administrative support to the CEO. This role requires exceptional communication skills, attention to detail, discretion, and the ability to manage multiple priorities. In addition to executive support, the position includes light bookkeeping responsibilities.

• Manage the CEO's calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and correspondence; respond or route appropriately.
• Prepare reports, presentations, meeting agendas, and correspondence.
• Coordinate board meetings, committee meetings, and executive events.
• Take meeting minutes and follow up on action items when needed.
• Maintain confidential files and sensitive information with discretion.
• Serve as liaison between the CEO, staff, members, vendors, and community partners.
• Assist with special projects and event planning as assigned.

• Maintain organized filing systems (digital and paper).
• Answer phones and greet visitors professionally.
• Ensure smooth daily office operations.
• Assist with member communications, newsletters, and mailings when needed.

• Process accounts payable and accounts receivable.
• Reconcile bank and credit card statements.
• Maintain accurate financial records using accounting software (such as QuickBooks).
• Assist in preparing monthly financial reports for the CEO and Treasurer.
• Support annual budgeting and audit preparation as needed.

• Associate's degree or equivalent experience preferred.
• Minimum 3–5 years of executive administrative experience.
• Previous bookkeeping or accounting experience preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with QuickBooks.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to work independently while managing multiple priorities.
• High level of professionalism, integrity, and confidentiality.

• Exceptional attention to detail.
• Strong customer service and interpersonal skills.
• Problem-solving mindset.
• Ability to anticipate needs and take initiative.
• Comfortable working in a fast-paced environment.
• Experience supporting nonprofit organizations, clubs, or associations is a plus