Executive Assistant

Position Overview

Our client, a highly respected nonprofit organization, is seeking a proactive and highly capable Executive Assistant to support the CEO. This is a high-visibility, front-facing role requiring exceptional judgment, professionalism, discretion, and attention to detail.

The ideal candidate will serve as a trusted extension of the CEO and must be comfortable stepping in confidently and representing the CEO professionally when they are unavailable. This individual will interact regularly with donors, board members, committee members, executives, and other VIP stakeholders, making executive presence and excellent communication skills essential.

This is an opportunity for an experienced Executive Assistant who thrives in a fast-paced, mission-driven environment and can anticipate needs, manage competing priorities, and ensure the CEO and organization are represented at the highest level.

Key Responsibilities

• Provide comprehensive, high-level administrative and executive support to the CEO.
• Manage a complex and dynamic calendar, proactively identifying and resolving scheduling conflicts, double bookings, and potential issues before they arise.
• Serve as a trusted gatekeeper and point of contact for internal and external stakeholders.
• Confidently represent the CEO and organization in their absence, using sound judgment and professionalism.
• Coordinate meetings, appointments, conference calls, and other executive engagements.
• Prepare, organize, and distribute board packets, committee materials, agendas, presentations, and meeting documents.
• Support board members and assist with board and committee communications and logistics.
• Assist with preparing and facilitating board and committee meetings, including helping run meetings and ensuring materials and logistics are handled seamlessly.
• Prepare, format, proofread, and edit documents in Microsoft Word and PDF formats.
• Carefully proofread correspondence, presentations, reports, and meeting materials for spelling, grammar, formatting, and accuracy.
• Draft and prepare professional correspondence, communications, agendas, and other executive materials.
• Coordinate lunches, dinners, meetings, and other executive engagements.
• Support donor-related activities, events, and luncheons, including coordinating logistics and materials.
• Assist with special events, organizational initiatives, and projects on behalf of the CEO.
• Maintain confidentiality and exercise exceptional discretion when handling sensitive information.
• Coordinate occasional travel arrangements and itineraries as needed.
• Track follow-ups, deadlines, and action items to ensure commitments are completed.
• Anticipate the CEO's needs and proactively address issues before they become problems.
• Partner with internal teams, board members, donors, committees, and external partners to ensure a seamless experience.
• Take on additional administrative and project-based responsibilities as needed.

Qualifications:

Requirements:

• 6+ years of experience supporting executives in an Executive Assistant or similar high-level administrative capacity.
• Highly polished, professional, well-spoken, and confident.
• Excellent written and verbal communication skills.
• Exceptional proofreading skills and meticulous attention to detail.
• Highly proactive, intelligent, resourceful, and able to anticipate needs.
• Demonstrated ability to manage a complex executive calendar and competing priorities.
• Comfortable interacting with CEOs, executives, board members, donors, committee members, and VIP stakeholders.
• Professional presence and judgment, with the ability to represent the CEO confidently and appropriately when she is unavailable.
• Comfortable dressing and presenting professionally each day in anticipation of donor, board, or VIP interactions.
• Strong organizational skills with the ability to prioritize and follow through in a fast-paced environment.
• Excellent Microsoft Office skills, particularly Word, Outlook, PowerPoint, and PDF document preparation.
• Experience supporting meetings, committees, boards, or executive-level events strongly preferred.
• Ability to handle confidential and sensitive information with discretion.
• Ideally, experience within a nonprofit, philanthropy, foundation, executive leadership, professional services, or similarly high-touch environment.
• Occasional travel availability as needed.

What Success Looks Like

The successful candidate will become a trusted partner to the CEO - someone who can anticipate what is needed, stay several steps ahead, and confidently represent the CEO and the organization with donors, board members, and other important stakeholders. This person will bring a calm, polished, solutions-oriented approach and ensure that every interaction and detail reflects the professionalism of the CEO and organization.

Compensation

About Us

TalentMatch^®

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