What are the responsibilities and job description for the Executive Assistant position at FTS, Inc.?
The Executive Assistant to the CEO is an operational partner to the chief executive, not a task-taker with a senior title. You'll protect the CEO's time, manage board governance obligations, and serve as a trusted interface between the executive office and the broader organization. This role demands someone who anticipates rather than reacts, communicates with precision, and handles sensitive information with absolute discretion.
Core Responsibilities
- Manage a high-volume, frequently shifting executive calendar with judgment, prioritizing strategically rather than just filling and confirming slots
- Triage, draft, and manage CEO correspondence across board members, funders, government partners, and senior leadership
- Lead preparation of all board meeting materials including presentations, board books, committee reports, and consent agendas, working cross-functionally with department heads to synthesize content into polished, board-ready deliverables
- Own the board meeting calendar, advance notice requirements, material distribution timelines, and governance record-keeping
- Draft and distribute board minutes in coordination with legal counsel; serve as a discreet point of contact for board members between meetings
- Coordinate travel and produce comprehensive briefing packages for external meetings, funder conversations, and speaking engagements
- Track CEO commitments and action items across all stakeholder relationships and drive them to closure without prompting
- Handle confidential organizational, personnel, and financial information with professionalism at all times
What You Bring
- 5 years of executive support experience with at least 2 years directly supporting a C-suite leader in a nonprofit, association, or similarly complex organization
- Demonstrated, hands-on experience preparing board presentations and governance materials, non-negotiable
- Exceptional written communication skills with the ability to produce clean first drafts from minimal input
- Familiarity with nonprofit governance structures, board dynamics, and the discretion both demand
- Strong organizational instincts, high EQ, and the professional maturity to manage up when the situation calls for it