EXECUTIVE ASSISTANT TO THE CEO

SUMMARY  

The Executive Assistant to the CEO provides high-level, strategic administrative support to the President & CEO and Board of Directors. This role serves as a critical partner to the organization’s executive leadership team, ensuring seamless coordination of operations, communications, and priorities. 

The Executive Assistant to the CEO is a highly organized, detail-oriented professional with proven experience supporting senior executives in fast-paced environments. This role requires strong project management and analytical skills, sound judgment, ability to operate independently and with a high level of discretion and professionalism. Success in this role requires the ability to anticipate needs, manage competing priorities, and adapt quickly to changing demands while maintaining efficiency, accuracy, and high-quality work product. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Executive & Administrative Support 

• Provide comprehensive administrative support to the CEO, including complex calendar management, including coordinating and scheduling various types of meetings, appointments, and travel arrangements, correspondence, and reporting with all stakeholders but not limited to; board members, community leaders, donors, and partner agencies. 

• Anticipate executive needs and proactively prepare materials, briefings, and logistics for meetings, events, and engagements.  

• Serve as a gatekeeper and primary point of contact for internal and external stakeholders, ensuring effective communication, prioritization of requests and determine appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy and practices. 

• Draft, edit, proofread, and produce high-quality correspondence, reports, presentations, and communications on behalf of the CEO using Microsoft Office Suite tools.  

• Coordinate executive meetings, organizational meetings, committee meetings and board of director meetings, including agendas, materials, and follow-up actions. 

• Support overall office of CEO efficiency and executive workflow and complete other projects and duties as assigned. 

Project Management & Coordination 

• Manage and coordinate multiple projects and initiatives on behalf of the CEO, ensuring deadlines, deliverables, and organizational goals are met.  

• Track progress on key initiatives, follow up on action items, and provide status updates to leadership.  

• Support cross-functional collaboration by coordinating with stakeholders to execute strategic priorities.  

Board & Leadership Support 

• Serve as liaison to the Board of Directors, coordinating meetings, preparing agendas, materials, and reports, and ensuring compliance with governance requirements.  

• Record, transcribe, and maintain accurate meeting minutes and documentation on behalf of the Board Secretary.  

• Coordinate Executive Team and organizational meetings, including logistics, materials, and follow-up actions.  

Operations & Organization 

• Maintain highly organized digital and physical filing systems, ensuring accuracy, accessibility, and confidentiality of records.  

• Manage contact databases, documentation, and internal tracking systems.  

• Support event planning and execution for leadership meetings, retreats, and organizational initiatives.  

Relationship & Communication Management 

• Assist in managing relationships with donors, community partners, and stakeholders through timely communication and follow-up.  

• Represent the CEO and organization with professionalism, discretion, and strong interpersonal skills. 

• Ensure timely communication and updates  

• Work with the Executive Team to coordinate the CEO’s Development and Community Relations activities; follow up on contacts made by the CEO to cultivate ongoing relationships; actively assist the CEO with donor communications, touchpoints, and acknowledgements to maintain strong relationships. 

EDUCATION

• Bachelor’s degree preferred. 

EXPERIENCE

• Minimum of 5–7 years of proven experience as an Executive Assistant or in a similar high-level administrative role supporting senior leadership. 
• Extensive experience supporting C-suite executives and/or Boards of Directors strongly preferred. 
• Demonstrated success managing complex schedules, executive communications, and multiple high-priority projects in fast-paced environments. 
• Proven ability to operate with a high level of autonomy, discretion, and sound judgment. 

KNOWLEDGE/SKILLS/ABILITIES 

• Strong project management skills with the ability to manage multiple priorities and meet deadlines.  

• Solid analytical and problem-solving abilities, with sound judgment and decision-making skills.  

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and ability to create professional reports and presentations.  

• Exceptional organizational and time-management skills, including file organization and documentation management.  

• Proven ability to take accurate notes and meeting minutes, track action items, and ensure follow-through.  

• Demonstrated ability to work efficiently, independently, and with high attention to detail.  

• Ability to adapt to changing priorities and remain effective in a dynamic, fast-paced environment.  

• Highly dependable, reliable, and accountable, with a strong commitment to excellence.  

• Excellent written and verbal communication skills.  

• High level of professionalism, discretion, and confidentiality.  

• Strong interpersonal skills and ability to build relationships across all levels of the organization.  

MANAGERIAL RESPONSIBILITIES  

None 

CERTIFICATES, LICENSES, REGISTRATIONS 

Must have a valid Texas Driver’s License, a good driving record, reliable transportation, and proper insurance coverage on the automobile used for work. Monthly reimbursement for applicable and documented work-related expenditures is provided. Travel within the city and its surrounding areas will be required, as necessary.  

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.  This position requires standard physical activity such as frequent standing, walking, sitting, communication skills, basic motor skills, and the ability to work on a computer and other communications devices. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. 

Salary : $62,000 - $72,000