Executive Administrative Assistant

Executive Assistant

The Executive Assistant (EA) supports the Executive Director by ensuring their time, projects, and responsibilities are managed efficiently. The EA acts as a central hub for scheduling, project coordination, and event execution, enabling the Executive Director to focus on strategic priorities.

Core Responsibilities

• Calendar Management
  • Maintain the Executive Director's schedule in Google Calendar and Outlook.
  • Coordinate meetings, appointments, and recurring events.
  • Ensure all time conflicts are resolved and priorities are clearly reflected.
• Meeting Support
  • Prepare agendas and briefing materials.
  • Take and distribute accurate meeting notes/action items.
  • Follow up on assigned tasks from meetings as needed.
• Project Coordination
  • Track and manage ongoing projects to meet deadlines.
  • Communicate progress and updates to the Executive Director.
  • Ensure cross-team collaboration is smooth and aligned with priorities.
• Special Events
  • Plan and coordinate events, both internal and external.
  • Handle logistics including venues, invitations, and materials.
  • Ensure events run seamlessly and reflect the organization's standards.
• Travel Management
  • Arrange domestic and international travel including flights, accommodations, and ground transportation.
  • Prepare itineraries and necessary travel documentation.
  • Anticipate and resolve travel conflicts or changes efficiently.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High level of discretion and ability to handle confidential and sensitive information.
• Excellent attention to detail and accuracy.

10 hours a week