Overview
We are seeking a highly organized and proactive Executive Assistant to join our dynamic team. The Executive Assistant provides high-level, confidential administrative and organizational support to the CEO and the Board of Trustees. This position plays a critical role in supporting effective communication, coordination, and decision-making across all levels of leadership.
The Executive Assistant manages all aspects of Board and committee operations, including scheduling, agenda development, meeting logistics, and minute-taking, utilizing the BoardEffect platform to ensure accurate documentation and efficient information flow. Serving as a key liaison among the CEO, senior leadership, Board members, and staff, this role helps ensure priorities and initiatives are clearly communicated and executed in a timely manner.
Duties
- Provide high-level administrative and organizational support to the CEO and Board of Trustees, performing a wide range of administrative and office management duties to ensure the timely, accurate completion of projects that support Hagley’s mission and organizational effectiveness.
- Coordinate, organize, and manage office communications to facilitate efficient information flow within the Executive Office.
- Process departmental invoices and track them through the approval workflow in coordination with the Business Office to ensure timely payment and accurate recordkeeping.
- Utilize the BoardEffect platform to manage and maintain Board and CEO files, including agendas, meeting materials, and minutes for the Board of Trustees, Executive Committee, and other standing committees.
- Review, edit, and prepare legal documents as directed by the CEO, and process and reconcile monthly invoices from legal counsel.
- Assist with annual budget preparation, monitor departmental expenses, and maintain a working understanding of financial statements to support Board reporting and materials distribution.
- Maintain Board records, lists, and distribution groups; track and update annual Conflict of Interest and Disclosure Forms, Board Information Sheets, and committee assignments.
- Coordinate communication among the CEO, Board members, and committees to ensure timely information sharing, follow-up, and action items.
- Provide planning and logistical support for Board-related events, including the Annual President’s Circle Dinner, Game Dinner, and other special functions, managing details such as seating charts, RSVPs, and auction coordination.
- Support and schedule meetings and events for the CEO, senior leadership, or Board as needed, including Senior Management and All-Staff meetings.
- Collaborate with the Development Division to log, track, and maintain records related to donations and associated documentation using the Altru Platform.
Qualifications
- High school diploma or equivalent with a minimum of three (3) to five (5) years of progressively responsible administrative experience is required, including direct support of senior executives and/or a board of directors.
- Experience handling confidential information, coordinating complex schedules, preparing meeting materials, and supporting governance or executive operations is strongly preferred.
- Proficiency with standard office technologies is required, including computers, telephone systems, virtual meeting platforms, databases, document management tools, and multimedia presentation software.
- Exceptional organizational, time-management, and prioritization skills with the ability to manage multiple deadlines and shifting priorities.
- Strong written and verbal communication skills, including the ability to draft, edit, and proofread correspondence and executive-level materials.
- High level of discretion and judgment in handling confidential and sensitive information.
- Proficiency with Microsoft Office and related office technologies, with the ability to quickly learn new systems and software.
- Strong interpersonal skills and the ability to work effectively with senior leadership, Board members, staff, and external partners.
- Attention to detail and commitment to accuracy are essential.
Join us to be part of a vibrant team where your organizational talents make a real impact! We value energetic professionals who thrive on efficiency and enjoy supporting leadership through proactive office management and exceptional service delivery.
Pay: $53,000.00 - $57,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Executive administrative support: 3 years (Required)
Ability to Commute:
- Wilmington, DE 19807 (Required)
Work Location: In person
