Executive Assistant to Chief Executive Officer

About the Organization

The National Center for Family Philanthropy (NCFP) activates a diverse community of philanthropic families to embrace bold vision and realize their greatest giving potential. We do this by sharing proven practices, working through common challenges, and learning together — strengthening our collective ability to drive meaningful change. We serve family philanthropy decision-makers through convenings, virtual and asynchronous learning, peer cohorts, and individualized support. NCFP is growing, and we're looking for a thoughtful, proactive Executive Assistant (EA) to manage the CEO’s office and support the three-person executive team.

Position Overview

The Executive Assistant (EA) to the CEO plays a critical role in ensuring the effectiveness and efficiency of the executive office, with a primary focus on supporting the Chief Executive Officer. This position partners closely with a small executive leadership team and serves as a key coordinator of priorities, information flow, and administrative operations.

The EA manages complex scheduling, prepares leaders for meetings and engagements, supports communication workflows, and ensures seamless day-to-day operations. This role requires strong judgment, discretion, and the ability to anticipate needs in a fast-paced, relationship-driven environment.

Key Responsibilities

• Manage and prioritize the CEO’s calendar, ensuring alignment with strategic priorities and proactively identifying potential conflicts or constraints
• Serve as a primary point of contact for the executive office, managing inbound communications and facilitating timely, thoughtful responses
• Prepare briefing materials and ensure the CEO is fully prepared for meetings, events, and external engagements
• Track action items and follow-ups to support accountability and continuity across the executive team
• Maintain accurate notes and records of meetings in alignment with organizational systems
• Coordinate travel arrangements and logistical details for executive engagements
• Support planning and logistics for board and leadership meetings
• Manage expense reporting and reconciliation in compliance with organizational procedures
• Provide additional support to senior leadership, including scheduling and administrative coordination, as needed

Desired Qualifications

• 7 years of experience supporting C-suite executives, with at least 3 years directly partnering with a CEO, President, or equivalent senior leader
• Experience supporting a Board of Directors, including board meeting preparation, documentation, and coordination with board members
• Proven ability to manage highly complex calendars, competing priorities, and rapidly changing demands in a fast-paced environment
• Exceptional organizational and execution skills with meticulous attention to detail
• Demonstrated ability to exercise independent judgment and make sound decisions in support of executive priorities
• High degree of discretion and experience handling confidential and sensitive information
• Excellent executive-level written and verbal communication skills
• Experience interacting with senior leaders, board members, donors, external partners, and community stakeholders
• Nonprofit executive support experience strongly preferred
• Experience with Salesforce or other CRM platforms preferred
• Advanced proficiency with Microsoft Outlook, Microsoft Teams, and Microsoft 365 applications
• Ability to navigate ambiguity, shifting priorities, and organizational growth while maintaining professionalism and composure

Please note: This is not an entry-level administrative support position. We are seeking an experienced Executive Assistant who has supported senior executives and is comfortable operating as a trusted partner to the CEO, Board of Directors, and leadership team.

Work Environment & Expectations

The role is mostly remote but occasional on-site meetings may be required as well as domestic travel, possibly 4 times a year. Occasional flexibility outside standard business hours may be required to support executive needs, particularly during travel or high-priority periods; however, this is not an on-call role.

Equal Opportunity Employer

We are an Equal Opportunity Employer committed to building an inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or any other protected characteristic.