Executive Assistant

The Executive Assistant (EA) is a critical partner to the President, providing high-level administrative, organizational, and governance support to ensure smooth operations across a large nonprofit organization and a growing for-profit business. This role requires exceptional organizational skills, proactive problem-solving, and the ability to bring structure and clarity to a fast-paced, often unpredictable environment. The EA will manage complex calendars, coordinate board governance, support donor and stakeholder engagement, and ensure the President is prepared for all commitments. This position is on-site, five days a week and offers excellent benefits. The ideal candidate thrives in a mission-driven environment, is highly adaptable, and can anticipate needs to keep a dynamic leader focused and effective.

1. Executive Support & Organizational Coordination
   • Manage the President's calendar, including scheduling meetings, events, and other responsibilities.
   • Prepare meeting briefings, talking points, and background research for all meetings and engagements.
   • Maintain organization, take meeting minutes, and follow up with and prioritize action items
   • Serve as a professional liaison to internal teams and external stakeholders.
   • Anticipate needs and proactively resolve issues to maintain steady executive workflow.
2. Board Governance Support
   • Coordinate all administrative aspects of board governance, including scheduling, agendas, communications, and follow-up tasks.
   • Maintain electronic access to board materials, reports, and governance documentation.
   • Prepare board presentations and ensure the President is fully equipped for all governance responsibilities.
3. Stakeholder Relationship Support
   • Schedule donor meetings, site tours, and stewardship activities in collaboration with the Development team.
   • Draft donor correspondence and ensure timely follow-up to strengthen relationships.
   • Share updated donor profiles and briefing packets with the President/CEO.
4. Communications & Public-Facing Support
   • Draft and proofread executive-level communications, including letters, emails, and public remarks.
   • Assist with speeches and talking points for events and appearances.
5. Organizational Alignment & Reporting
   • Track reporting cycles, grant deadlines, and internal priorities requiring executive action.
   • Coordinate communication across departments to ensure alignment on timelines and deliverables.
   • Prepare reports, presentations, and executive-level documents with strict confidentiality.
6. Administrative Excellence
   • Process executive expenses and administrative paperwork.
   • Monitor and prioritize executive email communications, flagging urgent items.
   • Maintain systems for tracking deadlines, commitments, and follow-up tasks.
   • Provide high-level support at donor events, board meetings, and special engagements.