Salary: $90,000–$105,000 per year
Schedule: Monday–Friday, 8:30 AM–5:30 PM
Location: On-site most days with some remote flexibility
Position Summary
We are seeking an experienced Executive Assistant / Administrative Manager to provide high-level, confidential support to the President/CEO, Executive Leadership Team, and Board of Directors.
The ideal candidate will have demonstrated experience supporting a senior executive and working directly with a Board of Directors. Experience managing or supervising an administrative team is also highly valued.
This role requires exceptional judgment, discretion, organization, communication skills, and the ability to manage multiple priorities in a fast-paced executive environment.
Key Responsibilities
Executive Support
- Manage the President/CEO’s calendar, meetings, appointments, and priorities.
- Anticipate executive needs, track deadlines, and coordinate follow-up.
- Prepare, edit, proofread, and distribute executive-level correspondence, presentations, reports, and other materials.
- Coordinate executive and Board travel, including transportation, lodging, itineraries, registration, and expenses.
- Handle highly confidential and sensitive information with professionalism and discretion.
- Serve as a professional liaison between the CEO, executive leadership, Board members, employees, vendors, regulators, and other stakeholders.
Board & Governance Support
- Coordinate monthly and special Board meetings, including agendas, materials, meeting logistics, and distribution.
- Attend Board and committee meetings and prepare accurate meeting minutes.
- Maintain official Board records, resolutions, minutes, and governance documentation.
- Coordinate Board member communications and support Board-related projects and initiatives.
- Assist with Board nominations, elections, strategic planning sessions, and special events.
- Ensure Board materials and governance activities are organized, accurate, and completed on schedule.
Administrative Leadership
- Supervise, coach, and support Administrative Assistants and other administrative staff.
- Assign and prioritize workloads and ensure appropriate administrative coverage.
- Participate in hiring, onboarding, training, and performance management.
- Establish consistent administrative procedures and best practices.
- Develop SOPs and identify opportunities to improve efficiency and service.
- Lead administrative projects and special assignments.
Executive Projects
- Coordinate confidential, cross-functional projects for the CEO and Executive Leadership Team.
- Research information, compile data, prepare summaries, and track project milestones.
- Assist with strategic planning and preparation of executive and Board materials.
Qualifications
- Bachelor’s degree or equivalent experience preferred.
- Significant experience supporting a CEO, President, or other senior executive.
- Demonstrated experience working with a Board of Directors or similar governing body.
- Experience coordinating Board meetings, agendas, minutes, and governance materials.
- Experience managing or supervising administrative staff preferred.
- Strong organizational, project management, and time-management skills.
- Exceptional written and verbal communication skills.
- Excellent proofreading and attention to detail.
- Ability to handle confidential and sensitive information with discretion.
- Strong proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Ability to work independently, exercise sound judgment, and manage competing priorities.