Executive Assistant

Job Purpose

The Executive Assistant to the CEO plays a critical role in enhancing the effectiveness and efficiency of the CEO by providing high-level administrative support, strategic coordination, and operational oversight. This position serves as a trusted partner to the CEO, ensuring that priorities are managed, communications are streamlined, and key initiatives are executed with precision. By acting as a central point of contact and a behind-the-scenes facilitator, the Executive Assistant helps the CEO stay focused on strategic goals, maintain strong relationships across the organization, and navigate complex demands with clarity and confidence.

The role requires a blend of discretion, agility, and emotional intelligence, as well as the ability to anticipate needs, manage sensitive information, and represent the CEO with professionalism and poise. Whether coordinating schedules, preparing for meetings, or supporting cross-functional projects, the Executive Assistant is instrumental in driving organizational alignment and enabling the CEO to lead effectively.

Duties and Responsibilities

• Manages the CEO’s calendar, coordinates meetings, and arranges travel logistics to ensure optimal use of time and resources.
• Serves as a primary point of contact between the CEO and internal or external parties, maintaining clear and professional communication.
• Prepares meeting agendas, takes detailed minutes, and follows up on action items to ensure timely execution and accountability.
• Supports strategic projects by tracking progress, managing timelines, and ensuring that deliverables are met.
• Handles confidential information with discretion and integrity, maintaining the highest standards of professionalism.
• Oversees administrative tasks such as expense reports, correspondence, and document organization with efficiency and accuracy.
• Acts as a strategic partner to the CEO by anticipating needs, solving problems proactively, and helping maintain focus on high-impact priorities.
• Other duties as assigned.

Qualifications

• Proven experience as an Executive Assistant or in a similar role supporting C-level executives in a fast-paced environment.
• Demonstrates exceptional organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Exhibits strong written and verbal communication skills, with the ability to draft clear correspondence and interact professionally at all levels.
• Possesses high emotional intelligence and sound judgment, enabling effective navigation of complex interpersonal dynamics and sensitive situations.
• Maintains a high level of discretion and confidentiality when handling privileged information and executive communications.
• Shows proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with calendar management and collaboration tools such as Zoom.
• Displays a proactive mindset with the ability to anticipate needs, identify potential issues, and offer thoughtful solutions without being prompted.
• Demonstrates adaptability and resilience in a dynamic work environment, with a calm and composed demeanor under pressure.
• Holds a bachelor’s degree in business administration, communications, or a related field; equivalent professional experience may be considered.
• Experience in project coordination, event planning, or internal communications is a plus.

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• Ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Able to constantly position yourself to maintain files in file cabinets such as reaching with hands and arms, kneeling, crouching, etc.
• The ability to communicate, detect, converse with, discern, convey, express oneself, and exchange information is crucial for this role.

Direct Reports

Chief Executive Officer

Compliance with the Americans with Disabilities Act (ADA)

Our center is dedicated to fostering an environment that is inclusive and accessible, welcoming everyone with open arms. We strictly follow the guidelines outlined by the Americans with Disabilities Act (ADA), which includes a prohibition on discrimination in employment practices and other terms and conditions of employment.

By joining us, you will become part of an organization that cherishes diversity, inclusivity, and equal opportunity. Together, we can make a meaningful difference in our community and positively influence the lives of those we serve.