Administrative Assistant to the Chief Executive Officer (Hourly)

Position Summary The Administrative Assistant to the CEO provides high-level administrative, organizational, and logistical support to the Chief Executive Officer. This position plays a critical role in ensuring the CEO's office operates efficiently, professionally, and with attention to detail. The ideal candidate is highly organized, discreet, proactive, and able to manage multiple priorities in a fast-paced, mission-driven environment. This role requires strong communication skills, sound judgment, and the ability to handle confidential information with professionalism and integrity.

Key Responsibilities

Executive Support

Manage and coordinate the CEO's calendar, meetings, and appointments

Prepare meeting agendas, briefing materials, and supporting documents

Track action items and follow up on assigned tasks and deadlines

Serve as a point of contact between the CEO and internal staff, board members, and external stakeholders

Administrative & Office Support

Draft, proofread, and format correspondence, reports, presentations, and emails

Maintain organized digital and physical filing systems

Process expense reports, invoices, and reimbursement requests as assigned

Assist with travel planning and logistics when needed

Board & Leadership Support

Assist with scheduling and preparation for board meetings and executive leadership meetings

Help compile board packets, agendas, and meeting materials

Maintain professionalism and confidentiality in all board-related matters

Keep minutes during board meetings

Communication & Coordination

Answer and direct phone calls and inquiries professionally

Coordinate meetings, conference calls, and Zoom/Teams sessions

Support cross-departmental coordination as directed by the CEO

Confidentiality & Professionalism

Handle sensitive and confidential information with discretion

Represent the CEO's office with a high level of professionalism and courtesy

Qualifications

Required

High school diploma or equivalent

2+ years of administrative or executive support experience

Strong organizational and time-management skills

Excellent written and verbal communication skills

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace

Ability to manage competing priorities and meet deadlines

High level of discretion and professionalism

Preferred

Experience supporting senior executives or leadership teams

Experience in a nonprofit or mission-driven organization

Familiarity with board operations and meeting support

Strong attention to detail and problem-solving skills

Core Competencies

Professional judgment and discretion

Organization and attention to detail

Clear and effective communication

Adaptability and flexibility

Collaborative and service-oriented mindset

Work Environment & Schedule

Hourly position with a regular schedule; occasional evening or early morning availability may be required for meetings or events

Primarily office-based with occasional off-site meetings or events

Physical Requirements

Ability to sit for extended periods

Ability to lift up to 25 pounds occasionally

Ability to operate standard office equipment

Equal Opportunity Statement We are an equal opportunity employer and are committed to creating an inclusive and welcoming workplace. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status.