What are the responsibilities and job description for the Executive Assistant to the Chief Strategy Off position at NAACP?
POSITION TITLE: Executive Assistant to the Chief Strategy Officer
SUPERVISOR: Chief Strategy Officer
LOCATION: Baltimore, MD; Remote
TRAVEL: Low
JOB CLASSIFICATION: Non-Exempt
POSITION SUMMARY
The National Association for the Advancement of Colored People (NAACP Empowerment Programs), a 501(c)(3) nonprofit organization for equal rights, seeks an Executive Assistant to the Chief Strategy Officer, who is a highly organized, proactive, and strategic professional.
This role provides executive-level administrative and operational support to the Chief Strategy Office and helps ensure the efficient coordination of strategic initiatives across multiple organizational functions.
The Executive Assistant serves as a key partner to the CSO, managing priorities, facilitating internal coordination, and ensuring the effective execution of day-to-day activities within the Chief Strategy Office. This role requires exceptional judgment, discretion, and organizational skills, as well as the ability to manage complex schedules, communications, and projects across a dynamic and mission-driven organization.
Working closely with senior leadership and teams across the NAACP—including development, strategy, grants, programs, and external affairs—the Executive Assistant plays an essential role in supporting the CSO’s ability to advance organizational priorities and strategic initiatives.
RESPONSIBILITIES/DUTIES
Under the direction of the Chief Strategy Officer, the Executive Assistant to the Chief Strategy Officer will perform the following duties, to include, but not limited to:
- Executive Support and Office Management
- Provide high-level administrative support to the Chief Strategy Officer, including calendar management, scheduling, travel coordination, and meeting preparation.
- Manage competing priorities and ensure the CSO's time and attention are aligned with strategic organizational goals.
- Draft, review, and coordinate correspondence, reports, briefing materials, and presentations for internal and external stakeholders.
- Coordinate logistics and preparation for executive meetings, board interactions, and high-level engagements.
- Maintain organized systems for files, communications, and documentation within the Chief Strategy Office.
Communications and Stakeholder Coordination
- Manage and prioritize the Chief Strategy Officer's inbox, ensuring timely responses and appropriate follow-up with internal and external stakeholders.
- Draft and coordinate communications on behalf of the Chief Strategy Office, including emails, meeting follow-ups, and executive correspondence.
- Serve as a key point of contact between the CSO and internal departments, external partners, and senior leadership.
- Ensure timely and professional communication with stakeholders, including board members, donors, partners, and organizational leadership.
- Track and manage requests, inquiries, and action items directed to the Chief Strategy Office.
Strategic Coordination and Project Management
- • Assist in coordinating strategic initiatives led by the Chief Strategy Office across departments and teams.
- Track progress on key projects, deliverables, and organizational priorities.
- Support planning and execution of cross-functional initiatives involving development, grants, programs, and external partnerships.
- Prepare briefing materials and summaries to support leadership decision-making.
- Help ensure follow-up and accountability on action items from meetings and strategic discussions.
Leadership Team and Organizational Coordination
- Support preparation and coordination for leadership meetings, including agenda development, note-taking, and follow-up tracking.
- Facilitate communication between the CSO and senior leadership, staff, and external stakeholders.
- Assist in coordinating internal communications and updates related to strategic initiatives.
Operational and Administrative Excellence
- Manage travel arrangements and logistics for the Chief Strategy Officer.
- Prepare and submit expense reports and ensure expenses are reconciled and processed in a timely and accurate manner.
- Support logistical planning for internal meetings, retreats, and strategic planning sessions.
- Assist in the preparation of reports, dashboards, and materials for leadership and board review.
- Manage confidential information with the highest level of discretion and professionalism.
- Identify opportunities to improve administrative systems, workflows, and operational efficiency within the Chief Strategy Office.
- Perform any other duties as assigned by the Chief Strategy Officer or other designee.
QUALIFICATIONS
Education/Experience
- Bachelor's degree required, advanced degree preferred, or equivalent experience.
- Minimum 5-7 years of experience supporting senior executives, preferably within a nonprofit, advocacy, or mission-driven organization.
- Demonstrated ability to manage complex schedules, projects, and communications in a fast-paced environment.
- Exceptional organizational, time management, and problem-solving skills.
- Strong written and verbal communication skills with the ability to prepare professional correspondence and briefing materials.
- High degree of professionalism, discretion and confidentiality when handling sensitive information.
- Experience coordinating cross-functional projects or supporting executive leadership teams is highly desirable.
- Proficiency in Microsoft Office Suite and collaboration platforms (e.g., Teams, Zoom, project management tools).