Executive Assistant

Job Title: Executive Assistant

Department: Administrative

Reports to: CEO

FLSA Status: Non-Exempt

PHI Access Level: I

Scheduled Work Times/Locations

Monday - Friday, 8:30AM - 4:30PM flexibility for occasional nights and weekends isrequired.

221 Main Street, Hartford, CT 06106

Ready to be the heart of a leadership team? Can you keep priorities aligned, operations running smoothly, and impact moving forward in a mission-driven housing organization?

To be considered you must submityour cover letter.

Position Summary

The Executive Assistant provides high-level administrative support to the Chief Executive Officer and the Board, ensuring efficient day-to-day operations, effective communication and overall coordination of the executive office. As part of a mission-driven housing nonprofit, this role is essential to organizational success, supporting the CEO through schedule management, communication coordination, and oversight of daily executive operations.

This position balances executive-level support with select office management responsibilities, with a primary focus on supporting senior leadership and board operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with professionalism and discretion.

Key Responsibilities:

Executive Support

• Manage and maintain the CEO's calendar, including scheduling meetings and resolving conflicts
• Coordinate internal and external meetings, including preparing agendas and materials
• Arrange travel and manage related logistics
• Draft, edit, and format correspondence, reports, and presentations
• Track assignments, deadlines, and follow-up items
• Serve as a point of contact for incoming communications and direct inquiries as appropriate

• Coordinate Board of Directors and committee meetings, including scheduling and logistics
• Prepare and distribute Board packets, agendas, and supporting documents
• Record meeting minutes and maintain official records
• Support Board communications and document management
• Assist with onboarding materials for new Board members

• Oversee day-to-day office operations to ensure an organized and efficient work environment
• Manage office supplies, equipment, and vendor relationships
• Coordinate with IT and facilities vendors to address office needs and issues
• Maintain shared calendars, office systems, and administrative processes

• Support communication between the CEO and internal staff
• Assist in coordinating leadership meetings and organizational activities
• Help plan and execute internal meetings, events, and staff gatherings
• Provide administrative support for special projects as needed

• Assist with scheduling and logistics for meetings with funders, partners, and community stakeholders
• Support preparation of materials for external meetings and presentations
• Maintain a professional and courteous approach in all interactions

• Bachelor's degree or equivalent experience
• 5-10 years of administrative experience supporting a senior leader
• Experience with office coordination or office management responsibilities
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office

• Experience in a nonprofit, housing, human services, or public sector organization
• Experience supporting a Board of Directors
• Experience coordinating vendors or managing office operations

• Organization & Time Management: Manages multiple priorities effectively
• Attention to Detail: Produces accurate, high-quality work
• Communication: Communicates clearly and professionally
• Reliability: Consistently follows through
• Problem-Solving: Addresses administrative and operational issues efficiently
• Interpersonal Skills: Works well with a range of stakeholders
• Mission Alignment: Demonstrates commitment to the organization's mission