Executive Assistant to the Chief Executive Officer

Role overview

This position is a high-trust administrative partner to the Chief Executive Officer and also functions as the main coordination point for the Board of Directors. The role combines executive support, board administration, meeting preparation, governance coordination, and cross-team communication to help leadership operate smoothly and effectively.

The person in this role will work closely with the CEO, board members, department administrators, and other stakeholders to keep schedules aligned, information organized, and follow-up actions moving forward in a timely way.

Support for the CEO

• Run the CEO’s calendar with precision, sound judgment, and professionalism, including arranging internal and external meetings and resolving conflicts before they become issues.
• Act as a communication bridge between the CEO and staff, board members, partners, and other stakeholders while maintaining a responsive and polished presence.
• Handle CEO travel planning, monthly expense reports, and reimbursement processing accurately and on schedule.
• Monitor action items and open deliverables for the CEO, helping ensure priorities are completed without delay.
• Prepare correspondence, annotated agendas, briefing materials, presentations, and other written content while safeguarding confidential information and using careful judgment.
• Organize leadership and executive meetings, including calendar coordination across multiple executives, preparation of materials, and tracking of next steps.
• Support consultant coordination, deliverable tracking, and other special projects assigned by the CEO or other senior leaders.

Board of Directors support

• Serve as the main administrative contact for the Board of Directors and independently manage board meeting coordination end to end.
• Prepare annotated agendas, board briefing packets, correspondence, and other materials, and keep the board intranet updated with accurate current documents.
• Schedule board and committee meetings across time zones and varied stakeholder calendars to ensure smooth logistics.
• Arrange in-person board meeting logistics such as hotels, venues, meals, transportation, and audiovisual or technology requirements.
• Coordinate board member travel, expense reimbursements, and payment of fees for non-family board members in a timely and accurate manner.
• Record and circulate accurate minutes for board and committee meetings, maintain governance records, keep contact and distribution lists current, and follow up on action items.
• Support board recruitment and onboarding logistics, including orientation materials and coordination of introductory activities.

Qualifications and working style

The ideal candidate brings extensive senior-level administrative support experience, including direct support for executive leadership and a board or governing body. The role calls for someone who is comfortable in fast-moving environments, handles confidential matters carefully, and can manage complex scheduling and travel with confidence.

This position also requires familiarity with board governance processes, experience preparing agendas and briefing materials, documenting minutes, and maintaining official records. Strong coordination skills are important for managing meetings and events across both in-person and virtual formats.

Success in this role depends on strong technology fluency, collaborative working habits, and the ability to support priorities that shift quickly. Experience in nonprofit, philanthropic, mission-driven, or values-aligned organizations is preferred.

Competencies

• Highly organized with the ability to juggle several priorities accurately and follow through consistently.
• Strong writing and speaking skills, with the confidence to draft and finalize polished materials for senior leaders and board audiences.
• Relational and culturally aware, with a thoughtful approach to communication and collaboration.
• Discreet, professional, and trustworthy when handling sensitive or high-stakes information.
• Proactive and service-oriented, with the ability to anticipate needs and build strong working relationships.
• Independent, adaptable, and comfortable responding to changing priorities.
• Committed to equity-focused, inclusive, and collaborative ways of working.
• Able to work effectively across differences in background, identity, geography, and lived experience.

Compensation and culture

The expected salary range for this role is $78,200 to $95,600, depending on training and experience. Benefits include retirement contributions, health and dental coverage, and a flexible remote work setup.

The organization emphasizes equity, inclusion, support, reflection, and relationship-building. Staff also receive a three-week annual closure period that does not require the use of vacation days.

Application process

The organization is working with a search firm to review applications for this role. Candidates must submit an application form and upload one document that includes both a resume and a short cover letter explaining relevant experience and interest in the organization and position.

If assistance is needed with the application process, accommodations can be requested through the recruiter contact provided in the posting. Applications are reviewed on a rolling basis until July 24, 2026. Only shortlisted candidates will be contacted, with follow-up expected by the end of July 2026. The hiring process is planned in three rounds during August and September 2026.