Executive Assistant

Description

As our Executive Assistant, you'll be the backbone of our Senior Leadership Team and Board of Directors. You're a proactive problem-solver who anticipates needs, keeps the organization running smoothly, and ensures our leaders can focus on their mission-critical work.

This role is equal parts high-touch administrative support and strategic coordination. You'll manage calendars, prepare board materials, facilitate planning processes, and handle the details that keep a mission-driven organization moving forward with confidence.

Your mission: Enhance our Senior Leadership Team's productivity, efficiency, and effectiveness through proactive administrative and logistical support, while managing governance for our Board of Directors.

What You'll Do

Administrative Support

• Manage calendars for Senior Leaders and coordinate internal and external meetings
• Code expense receipts into Bill.com and handle financial logistics
• Arrange travel and conference registrations
• Anticipate needs and solve problems before they arise
• Provide responsive support that requires minimal follow-up

Strategic Projects

• Support Senior Leadership communications by tracking action items, drafting emails, and creating slide decks
• Facilitate our yearly strategic planning process—gathering updates, synthesizing new goals, and ensuring alignment across teams
• Collaborate with marketing and senior leadership to keep ambitious projects on track

Board Governance

• Prepare materials, agendas, packets, and minutes for Board meetings and subcommittees
• Manage the organization's BoardEffect platform—posting meetings, maintaining documents, issuing votes
• Coordinate Board onboarding and offboarding, including orientation materials and access management
• Collect signatures, circulate documents, and coordinate remote votes on resolutions
• Maintain comprehensive Board and leadership documentation (membership records, resolutions, organizational documents)

What We're Looking For

Who You Are

• Self-starter. You're energetic, solution-oriented, and thrive working independently with little supervision
• Detail-oriented. Highly organized with meticulous attention to accuracy and completeness
• Exceptional communicator. Clear and professional in writing and conversation; able to maintain confidentiality
• Responsive and resourceful. You anticipate needs, exceed expectations, and love solving problems
• Flexible and adaptable. You adjust quickly to changing priorities and handle complexity with ease
• High standards. You expect your work to be nothing short of the best
• Great listener. You connect easily with staff, understand different viewpoints, and collaborate effectively

Expected Outcomes

You'll know you're successful when:

• Senior Leaders spend minimal time on logistics and administration—confident it's handled accurately
• Board and subcommittee meetings run productively, with all materials and logistics handled seamlessly
• Board packets, agendas, and minutes are complete, accurate, and delivered on schedule before every meeting

Requirements

Experience & Education

• Bachelor's degree (required)
• Prior experience supporting executive leadership and Board governance (strongly preferred)
• Advanced proficiency in Microsoft 365 applications: Outlook, Teams, OneDrive, SharePoint, Word, Excel, PowerPoint
• Familiarity with Asana, calendaring tools, and AI note-taking applications

Work Schedule & Requirements

• Ability to travel as needed
• Availability to work flexible hours, including evenings or weekends, as needed.
• Primarily sedentary work, with occasional lifting of up to 20 pounds