What are the responsibilities and job description for the EXECUTIVE ASSISTANT position at The Council on Recovery?
Description
EXECUTIVE ASSISTANT
Position Description
The Council on Recovery is seeking a highly organized and detail-oriented Executive Assistant to provide direct administrative and operational support to the Chief Executive Officer (CEO) and to serve as the primary liaison to the Board. The Executive Assistant operates at the intersection of The Council’s executive leadership, Board and internal and external stakeholders. This individual plays a critical role in ensuring timely and accurate communication, and seamless execution of executive and governance-related responsibilities while maintaining the highest standards of professionalism, confidentiality, and quality.
Key Responsibilities
Executive & Administrative Support
- Provide direct administrative support to the CEO, including managing calendars, and scheduling, making travel arrangements, preparing expense reports, and coordination meeting logistics.
- Serve as the primary point of contact between the CEO and internal and external stakeholders, exercising discretion and professionalism at all times.
- Handle correspondence, emails, and phone communications on behalf of the CEO, ensuring timely, accurate, and appropriate responses.
- Prepare and organize materials for meetings, including agendas, briefing documents, reports, and presentations.
- Maintain organized and confidential filing systems, records, and documentation in compliance with organizational policies.
Board of Trustees Support
- Coordinate all board and committee meeting, including drafting agendas, gathering and distributing materials, tracking RSVPs, coordinating logistics, and ensuring compliance with bylaws.
- Capture, prepare, and maintain accurate board meeting minutes and official records.
- Serve as a liaison between the CEO and all boards to facilitate communication, coordination, and follow-up.
Skills, Qualifications, & Experience
- Minimum of five (5) years of executive-level administrative experience, preferably in a nonprofit or mission-driven organization.
- Demonstrated experience supporting C-suite executives and working with Board of Trustees, advisory councils, or committees.
- Strong organizational, time management, and multitasking skills with exceptional attention to detail.
- Excellent written and verbal communication skills with a professional and polished demeanor.
- High level of discretion and ability to handle confidential and sensitive information.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools such as Microsoft Teams and Zoom.
- Ability to work independently and effectively manage competing priorities.
- Bachelor’s degree preferred or an equivalent combination of education and experience.
Performance Expectations
The Executive Assistant is expected to consistently deliver:
- Accurate, timely, and professional administrative and board support.
- Well-organized documentation and reliable record keeping.
- Confidential handling of executive and board-level information.
- Professional representation of the CEO and The Council on Recovery in all interactions.
- Consistent alignment with the organization’s mission, values, and governance standards.