Executive Assistant

Job/Position Title: Executive Assistant  

Reports to: CEO 

Classification: Full-time; Non-Exempt 

POSITION SUMMARY  
The Executive Assistant provides high-level administrative and organizational support to the CEO and Board of Directors by coordinating meetings, managing communications, preparing materials, recording minutes, and supporting day-to-day operations. 

JOB DUTIES AND RESPONSIBILITIES  

 Executive Support Responsibilities 

• Provide comprehensive executive support to the CEO, including calendar management, scheduling, meeting preparation and materials, expense reporting, document and file management, research, communications, travel coordination, and related administrative support. 

• Coordinate staff and leadership meetings, retreats, recognition programs, onboarding support, and special projects while serving as a liaison across departments to support organizational priorities. 

• Manage internal executive communications and communicate CEO updates and organizational initiatives to staff. 

• Support donor stewardship within CEO’s portfolio by tracking engagement activities, maintaining accurate records in Salesforce, and assisting with donor recognition initiatives. 

• Plan and support all Board-related meetings and events, including scheduling, securing space and equipment, preparing and distributing meeting information and agendas, confirming attendees, ordering food and gifts, taking minutes, verifying quorum, documenting motions, and following up on action items. 

• Maintain Board governance records and processes, including committee assignments, Board rosters, annual giving records, Board Giving Report Cards, governance documentation, National Make-A-Wish reporting, Board member recruitment, onboarding, training, background check compliance, and required approvals. 

• Coordinate all CEO and Board member business travel arrangements, including airfare, ground transportation, lodging, conference registrations, and itineraries. 

• Please see attachment for further details.