summary
The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and maintains a position of visibility with board members and key stakeholders. This role performs a variety of complex and routine tasks requiring discretion and access to highly confidential information. The Executive Assistant also supports overall office operations and facility management.
Position Responsibilities
Executive Support
- Manage CEO calendar, scheduling appointments and meetings
- Screen and manage incoming communications, including phone calls
- Welcome and coordinate visitors for the CEO
- Coordinate and manage travel arrangements
- Prepare reports, correspondence, presentations, and meeting materials
- Manage expense reporting
- Conduct research and prepare briefing materials for meetings
- Complete complex, non-routine assignments, including confidential documents and reporting
- Identify and recommend process improvements with minimal direction
- Serve as a point of contact in the CEO’s absence, escalating urgent matters as needed
Administrative Support
- Coordinate IT, technology, and telecommunications needs with external vendors
- Manage office supply inventory
- Oversee facility operations and vendor relationships
- Support budgeting for administrative functions
- Perform general office management duties
- Maintain select confidential HR records and responsibilities
- Manage and retain organizational contracts and files
- Oversee document retention practices and policies
- Identify opportunities for operational improvement
Governance Support
- Prepare board meeting materials and briefing documents
- Coordinate logistics for board and select committee meetings
- Support committee operations, including nomination processes
- Assist with board member travel and expense coordination
- Maintain organizational policies and procedures documentation
- Build and maintain relationships with board members and key stakeholders
- Support governance-related budgeting
Other duties as assigned by CEO.
