Executive Assistant

Description

SUMMARY:

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and Senior Leadership Team. This role requires excellent organizational skills, strong business acumen, executive presence, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. The Executive Assistant serves as a key liaison between executives, staff, the Board of Directors, donors, and external stakeholders while handling highly confidential matters with discretion and professionalism.

Job Duties And Essential Functions

Provide comprehensive administrative support to the CEO and Senior Executives, including complex calendar management, scheduling, travel arrangements, and expense reporting.

Prepare and edit correspondence, presentations, reports, and communication materials for internal and external audiences.

Anticipate executive needs by proactively identifying priorities, managing follow-up items, and ensuring deadlines are met.

Support Board of Directors’ activities, including scheduling, preparing meeting agendas, creating materials, recording minutes, and maintaining confidential board records.

Conduct research, synthesize information, and prepare summaries, briefings, and reports for executive review.

Conduct prospect research to support major gift officers, including:

• Identifying, qualifying, and researching potential major donors and philanthropic partners.
• Using donor databases, wealth screening tools, and public records to assess donor capacity, interests, and giving history.
• Preparing donor profiles, briefing materials, and background reports for fundraising meetings and events.
• Tracking and maintaining updated donor intelligence to support cultivation and stewardship strategies.
• Coordinate and organize large meetings, events, and catering in collaboration with multiple stakeholders and vendors.
• Manage administrative functions, including vendor relationships, office supplies, telecom, and shared community conference spaces.
• Support front desk operations, including the Receptionist and part-time relief staff, ensuring a welcoming and professional environment for all visitors.
• Track and monitor strategic initiatives, recurring reporting requirements, and organizational projects to ensure progress and accountability.
• Manage confidential information with discretion and exercise sound judgment in decision-making.
• Develop and maintain positive relationships with board members, staff, donors, community leaders, and external partners.
• Provide excellent customer service, anticipating and responding with empathy to the needs of executives, employees, and constituents.
• Perform other duties and special projects assigned to support organizational objectives and enhance operational efficiency.
  
  

Qualifications

MINIMUM REQUIREMENTS:

• High School Diploma or equivalent.
• One year of executive administrative experience supporting C-level executives.
• Strong organizational, project coordination, and time management skills, with the ability to adapt quickly to shifting priorities.
• Exceptional written and verbal communication skills, with the ability to draft, proofread, and edit professional correspondence and documents.
• Technologically proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms, and donor databases or CRM systems (preferred).
• Ability to manage multiple calendars and prioritize tasks while maintaining accuracy and attention to detail.
• High degree of professionalism, executive presence, and interpersonal skills with experience engaging board members, donors, and community stakeholders.
• Demonstrated ability to work independently, exercise good judgment, and handle sensitive and confidential matters.
  
  

Preferred Requirements

• Three years of executive administrative experience supporting C-level executives.
• Prior non-profit or mission-driven organization experience strongly preferred.
• Demonstrated adaptability with the ability to respond effectively to shifting priorities, conditions, and demands while maintaining resilience.
• Proven initiative in anticipating needs, taking ownership of responsibilities, and identifying opportunities for process and outcome improvements.
• High level of discretion and integrity in maintaining confidentiality and exercising sound judgment with sensitive information.
• Strong communication skills, both written and verbal, with the ability to tailor messaging to diverse audiences.
• Effective problem-solving skills with an analytical and creative approach to developing solutions and recommendations.
• Ability to build and maintain positive, collaborative relationships with executives, staff, board members, and external stakeholders.
• Exceptional organizational skills and attention to detail, with the capacity to manage multiple priorities accurately and efficiently.
• Customer service orientation demonstrated through empathy, responsiveness, and professionalism in all interactions.