Executive Assistant

SUMMARY

The Executive Assistant (EA) provides high-level administrative and operational support to executive leadership, including the Chief Strategy & Program Officer (CSPO), Chief Financial Officer (CFO), and Chief Innovation and Administration Officer (CIAO). The EA serves as a trusted partner to executive leadership, ensuring supported executives are adequately informed, organized, and prepared for meetings, projects, and day-to-day operations.

 The EA takes a proactive and solutions-oriented approach to managing priorities, workflows, and competing demands in a fast-paced environment requiring exceptional organization, discretion, judgment, and adaptability. The position requires strong project coordination, communication, research, and administrative skills, with the ability to effectively manage urgent interruptions, shifting priorities, and confidential matters with professionalism and diplomacy.

 The EA is privy to highly sensitive and confidential information and is expected to maintain absolute confidentiality while exercising sound judgment and ethical decision-making in all interactions. The EA represents executive leadership professionally and courteously and establishes strong working relationships with Board members, committee members, employees, vendors, community partners, and external stakeholders.

 The EA manages executive calendars, coordinates meetings and organizational events, oversees committee meeting logistics, prepares agendas and meeting materials, records and maintains meeting minutes, tracks follow-up items and deadlines, coordinates travel arrangements, and performs a broad range of executive-level administrative and operational duties. The EA also supports executive communications and serves as a liaison between leadership, employees, committees, and external stakeholders.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Executive & Committee Support:

• Supports and implements the organization’s mission, vision, and values.
• Provides executive-level administrative support to the executive leadership team.
• Coordinates meetings, board and committee operations, including preparing agendas, reports, compiling meeting materials, recording minutes and managing follow-up actions.
• Serves as a primary liaison between the executives, staff, and external stakeholders.
• Drafts, edits, and finalizes correspondence, memoranda, and procedures for executive signature.
• Completes purchasing orders and completes credit card and other financial reconciliation.
• Coordinates with team leads to track deadlines for committee and board materials and ensures that appropriate reports, memos, and other materials are submitted and compiled for meetings. 
• Maintains organized electronic and physical filing systems, records, and administrative documentation in accordance with organizational standards and retention practices.

Policy & Contract Management:

• Supports the Director of Executive Office in the organization’s policy library, ensuring policies are current, compliant, and accessible.

• Supports with managing the policy review cycle and coordinates approvals with leadership and management.
• Supports with contract lifecycle management, ensuring timely tracking, renewal, and archiving.
• Tracks board-mandated reports and regulatory submissions to ensure deadlines are met.

 Project Management & Operations:

• Leads special projects on behalf of the executive leadership team, coordinating cross-departmental teams and tracking deliverables.

• Manages logistics and planning for executives, staff, and board-related events.
• Serves as a communication hub between the executive offices and internal departments, promoting transparency and alignment.
• Tracks departmental and organizational projects, action items, and deadlines to support timely completion and executive follow-through.
• Conducts research and compiles information, reports, and supporting materials to assist executive leadership with operational and strategic decision-making.

General Administrative Duties:

• Handles highly sensitive information with professionalism and discretion.

• Supports executives and HR leadership with recruitment, onboarding, and employee communications.
• Supports with employee engagement and recognition initiatives that reinforce organizational culture, promote employee satisfaction and strengthen connection to the mission and values.
• Performs all other duties as assigned, including occasional evening or weekend work when required.

JOB KNOWLEDGE AND SKILLS

• Exceptional organizational, prioritization, and project management skills.
• Ability to exercise independent judgment while knowing when to escalate issues.
• Advanced written and verbal communication skills, with attention to detail and accuracy.
• Demonstrates advanced proficiency in Microsoft Office Suite and expert administration of collaboration platforms and contract management software, serving as a central coordinator to ensure seamless communication and organizational efficiency.
• Understanding of financial documentation, expense reconciliation, and administrative support processes related to budgeting and departmental operations.
• Ability to balance multiple priorities, respond to shifting deadlines, and maintain a high level of professionalism under pressure.
• Demonstrated ability to work effectively with senior leaders, board members, and external partners.

QUALIFICATIONS

Education:
High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or a related field is preferred.

Experience:

o   Minimum of 7 years in progressively responsible administrative roles.

o   At least 3 years providing executive-level support, preferably in a healthcare or nonprofit setting.

o   Experience with policy review/administration, contract management, and HR processes strongly preferred.