Executive Assistant to the CEO

The Executive Assistant to the Chief Executive Officer serves as the strategic and operational backbone of the CEO’s Office. This role provides high-level administrative, project, and stakeholder support to the CEO, Board of Directors, and Executive Leadership Team (ELT). The ideal candidate is a skilled professional with exceptional judgment, the ability to navigate complex organizational dynamics, and the confidence to represent the CEO with professionalism and warmth.

• This role requires a high degree of discretion, operational acumen, and the capability to manage sensitive matters involving senior executives, board members, city leadership, donors, and community partners.
• The Executive Assistant ensures the CEO’s time, priorities, and communications are effectively aligned with the organization’s mission and strategic goals.

EXECUTIVE SUPPORT FUNCTIONS - SPECIFIC JOB DUTIES & RESPONSIBILITIES

• Strategic Executive Support
• Serve as the primary liaison for the CEO’s Office, managing high-level internal and external communications with exceptional professionalism, discretion, and clarity.
• Oversee complex calendar management and prepare the CEO for meetings through briefings, talking points, presentations, and strategic background research.
• Map and manage CEO priorities, ensuring alignment with organizational goals and maximizing efficiency for both the CEO and ELT.
• Maintain governance documents, bylaws, historical records, and confidential board materials.

Operational Coordination & Project Management

• Partner with the project management function to support organizational initiatives, cross-departmental alignment, and timely execution of deliverables.
• Develop and optimize processes, workflows, and communication systems that enhance operational efficiency across the CEO’s Office and ELT.
• Provide research, reporting, and planning support for special initiatives and executive requests.
• Track action items and follow-through to ensure accountability at all levels.

Board and Executive Stakeholder Engagement

• Serve as a key ambassador for the CEO’s Office in interactions with staff, board members, donors, civic leaders, and community partners.
• Prepare and manage logistics for Board of Directors and committee meetings, including scheduling, materials preparation, follow-up communications, and governance reporting.
• Support donor and partner engagement efforts with tact, diplomacy, and relationship-building skills.
• Produce accurate and timely internal and external communications, reports, and executive summaries.

Confidentiality, Crisis Response, & Executive Judgement

• Handle highly sensitive information and discussions with utmost integrity and confidentiality.
• Support executive continuity during unexpected events, crises, or urgent organizational needs.
• Demonstrate strong judgment in decision-making, time management, and issue escalation.

Technology, Innovation & Efficiency

• Leverage modern tools—project management systems, data dashboards, productivity platforms—to streamline operations and increase organizational transparency.
• Continuously identify opportunities to enhance productivity and drive innovative approaches to executive support.

Teamwork & Organizational Leadership

• Serve as a trusted member of the CEO’s Management Team, fostering collaboration and positive working relationships across departments.
• Model the organization’s values and help cultivate a positive, equitable, and mission-driven workplace culture.

DESIRED QUALIFICATIONS & COMPETENCIES

Education and Experience

• Post-secondary education and/or relevant training preferred.
• 5–7 years of progressively responsible administrative experience supporting C-suite executives, high-level civic officials, or senior leaders in complex organizations.
• Experience in supporting or coordinating with Boards of Directors, governance bodies, executives, or high-profile stakeholders is strongly preferred.
• Experience in nonprofit or mission-driven organizations is a plus but not required.

Knowledge, Skills, Abilities

• Exceptional interpersonal skills with the ability to build trusting relationships across all levels, from board members to staff.
• Proactive, anticipatory work style with the ability to manage priorities and deadlines in a fast-paced and dynamic environment.
• Advanced proficiency with productivity and collaboration tools (Microsoft Office Suite, Google Workspace, project management platforms, Zoom, etc.)
• Strong written and verbal communication skills, including the ability to synthesize complex information for executive audiences.
• Highly organized and resourceful with strong problem-solving abilities.
• Demonstrates rigorous attention to detail and a strong commitment to accuracy across all administrative, operational, and governance responsibilities, ensuring high-quality, error-free work.
• Agile and adaptable, capable of managing competing priorities and shifting needs.
• Comfortable working independently while maintaining a collaborative, team-oriented approach.

Software Tools Used

• Project management tools (e.g., Wrike, Smartsheet, Asana, Trello, Monday.com) or similar programs.
• Communication and scheduling platforms (e.g., Microsoft Teams, Slack, Zoom).
• Advanced familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Data analysis and visualization tools (e.g., Tableau, Google Analytics).
• File sharing and document collaboration tools (e.g., Google Workspace, SharePoint).
• Digital event coordination platforms (e.g., Eventbrite, Cvent, Whova, Tripleseat).

Physical Demands and Work Environment

• Ability to work flexible shifts, including weekends and evenings, when required.
• Ability to work indoors and outdoors with exposure to cold and heat.
• Ability to move between work areas to support meetings, events, and operational needs both on and offsite.
• Able to perform essential office functions, including extended periods of computer-based work and routine movement within the office environment.
• Must have a valid driver’s license.
• This job description is intended to outline the primary duties, responsibilities, and qualifications of this position.
• The employer reserves the right to modify, add, or remove duties as necessary.
• Employees may be required to perform other duties as assigned that are not explicitly listed in this description.