The Executive Assistant (EA) plays a pivotal role in supporting members of the Executive Leadership Team (ELT), serving as a trusted partner who enables executive leaders to operate effectively, stay focused on strategic priorities, and maintain strong relationships with key internal and external stakeholders. This role does not provide dedicated support to the President & CEO. Instead, the EA partners with a diverse group of executive leaders and will be part of a strategic executive support team. This role requires a highly organized, detail-oriented, and proactive individual who can manage competing priorities, handle confidential information with discretion, and navigate complex organizational dynamics.
The EA will provide high-level administrative, communications, and project support across the Executive Leadership Team, ensuring leaders are well-prepared for meetings, presentations, community engagements, and strategic initiatives. This position will serve as an extension of executive leadership, drafting communications, preparing executive materials, and fostering strong relationships with stakeholders across the organization and community.
KEY AREAS OF RESPONSIBILITY:
Executive Support & Coordination
- Manage calendars, scheduling, and administrative support for members of the Executive Leadership Team, ensuring executive time is aligned with organizational priorities.
- Facilitate executive preparation for high-impact meetings, board engagements, community partnerships, donor meetings, and other strategic interactions by developing agendas, conducting research, and preparing briefing materials and talking points.
- Coordinate meeting logistics and ensure timely follow-up on action items, commitments, and key deliverables.
- Review and provide feedback, questions, and edits on executive documents, presentations, meeting materials, and written communications.
Executive Communications & Presentation Development
- Partner closely with executive leaders and the Marketing team to develop presentations, speeches, reports, talking points, and written communications.
- Draft communications on behalf of executive leaders, adapting to individual leadership styles and voices.
- Lead preparation planning sessions for executive engagements and ensure final deliverables are aligned with objectives and audience needs.
- Develop executive-ready presentations and written materials that effectively communicate organizational priorities, initiatives, and impact.
Team Coordination & Leadership Support
- Serve as a liaison between executive leaders, staff, board members, and external stakeholders, fostering effective communication and collaboration.
- Support leadership team meetings through agenda development, materials preparation, note-taking, and follow-up coordination.
- Assist executive leaders with committee management, stakeholder engagement, and cross-functional initiatives as needed.
- Act as a troubleshooter and problem solver, helping identify solutions and navigate challenges that arise across the organization
Stakeholder & Community Engagement
- Develop and maintain positive relationships with key partners, donors, board members, community leaders, and other external stakeholders.
- Coordinate executive outreach and engagement activities, ensuring timely communication and follow-up.
- Navigate complex stakeholder relationships and understand the political and organizational dynamics of various situations.
- Represent executive leadership with professionalism, responsiveness, and discretion in interactions with internal and external audiences.
Project Management & Strategic Support
- Support strategic initiatives and special projects led by members of the Executive Leadership Team.
- Track priorities, deadlines, and deliverables across multiple executives and initiatives.
- Conduct research, gather information, and prepare summaries to support executive decision-making.
- Identify opportunities to improve processes, communication, and coordination across the leadership team.
- Bring an organizational lens to problem solving, ensuring improvement opportunities and coordination efforts are in alignment with cross-functional ways of working.
SUPERVISORY RESPONSIBILITIES: None
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
DESIRED COMPETENTCIES:
- Exceptional attention to details.
- Executive presence and professional judgment.
- High emotional intelligence and strong relationship-building abilities.
- Strategic thinker who anticipates needs and proactively addresses challenges.
- Ability to navigate complex stakeholder and organizational dynamics.
- Sound decision-making and problem-solving in ambiguous situations.
- Adaptable, resourceful, and comfortable managing shifting priorities.
- Collaborative and service-oriented approach to supporting leaders and teams.
- Political acumen and ability to represent executive leadership effectively.
- Commitment to the organization's mission, values, and equity-centered practices.
JOB RELATIONSHIPS WITH: Interacts with team members at all levels of the organization.
MINIMUM QUALIFICATIONS:
- 5+ years of proven experience in an executive support role, preferably supporting senior executives or executive leadership teams within a foundation, nonprofit, or mission-driven organization.
- Exceptional written communication skills, including experience drafting correspondence, presentations, speeches, and executive communications.
- Strong project management, organizational, and problem-solving skills.
- Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
- Strong interpersonal skills and the ability to build and maintain relationships with diverse stakeholders.
- High emotional intelligence and adaptability to changing organizational needs.
- Ability to handle confidential and sensitive information with discretion.
- Proficiency with Microsoft Office, Google Workspace, presentation software, Asana/project management software, and collaboration tools.
WORKING CONDITIONS:
- In office postion Monday-Friday, 8:30am - 4:30pm.
- Normal office environment with little exposure to dust, noise, temperature, and the like.
- Ability to lift up to 20 pounds.
- Occasional local travel to events within the regional area.
- Extended viewing of computer monitor.
SALARY:
$55,000 plus competitive benefits package (final offer dependent on experience, qualifications, market conditions, and internal equity)
BENEFITS:
- Generous paid time off including vacation, personal, sick, and holiday time
- Medical, Dental, Vision, Life Insurance, 403b plan with company match
- Short-Term & Long-Term Disability Insurance
- Employee Assistance Program and access to other free health programs
- Community volunteer opportunities
