Executive Assistant to Chief Executive Officer

About the Organization

The National Center for Family Philanthropy (NCFP) cultivates a diverse group of philanthropic families, encouraging them to pursue bold goals and maximize their giving impact. The organization fosters growth by sharing tested strategies, collaboratively addressing challenges, and providing learning opportunities. Through various platforms such as convenings, online and asynchronous educational tools, peer groups, and personalized support, NCFP aids leaders in family philanthropy.

Position Overview

The Executive Assistant (EA) to the CEO holds a vital role in enhancing the operational effectiveness of the executive office, concentrating on offering comprehensive support to the Chief Executive Officer. This individual collaborates closely with a small executive leadership team and is essential in managing priorities, communication flow, and administrative functions efficiently.

Key Responsibilities

• Efficiently oversee and prioritize the CEO's schedule to align with strategic goals, proactively addressing scheduling conflicts.
• Act as the main liaison for the executive office by managing incoming communications and ensuring thoughtful, prompt responses.
• Draft briefing documents so the CEO is fully prepared for all meetings, events, and external appearances.
• Monitor and follow up on action items to promote accountability and continuity within the executive team.
• Keep precise notes and records of meetings, maintaining consistency with organizational documentation systems.
• Organize travel plans and other logistical arrangements for executive engagements.
• Assist in planning and coordinating logistics for board and leadership meetings.
• Handle expense reporting and reconciliation processes in line with organizational policies.
• Offer additional administrative and scheduling support to senior leadership as necessary.

Desired Qualifications

• Over seven years of experience supporting C-level executives, with no less than three years partnering directly with a CEO, President, or similar senior leader.
• Experience providing support to Boards of Directors, including preparation, documentation, and coordination efforts.
• Proven capability to manage highly complex calendars, juggle competing priorities, and adapt swiftly to changing demands.
• Excellent organizational and execution abilities, demonstrating meticulous attention to detail.
• Ability to exercise independent judgment and make prudent decisions aligned with executive priorities.
• High level of discretion when handling confidential and sensitive information.
• Strong executive-level communication skills, both written and verbal.
• Successful interactions with senior leaders, board members, donors, external partners, and community stakeholders.
• Preference for candidates with experience in nonprofit executive support.
• Familiarity with Salesforce or other Customer Relationship Management (CRM) platforms is advantageous.
• Advanced skills in Microsoft Outlook, Microsoft Teams, and the Microsoft 365 suite.
• Ability to maintain professionalism and composure when confronting ambiguity, shifting priorities, and organizational change.

Working Environment and Expectations

The role primarily accommodates remote work. Occasionally, attendance at on-site meetings and domestic travel—up to four trips annually—may be required. Flexibility outside of standard business hours might be necessary during travel or peak periods, though this is not an on-call position.

Equal Opportunity Statement

This employer is committed to fostering an inclusive workplace and is an Equal Opportunity Employer. They prohibit discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or other protected characteristics.