Executive Assistant to Chief Executive Officer

Job description:

Position Overview:

We are seeking a highly organized and proactive Executive Assistant to support the CEO of a growing nonprofit organization. The ideal candidate will be a dynamic, resourceful, and detail-oriented individual who thrives in a fast-paced environment and has a strong commitment to supporting the organization's mission. As the Executive Assistant, you will be responsible for managing the CEO's schedule, communications, and logistics while ensuring smooth operations within the executive office.

Key Responsibilities:

• Executive Support:
• Provide comprehensive administrative support to the CEO, including calendar management, scheduling meetings, and coordinating travel arrangements.
• Assist with preparation for meetings, including drafting agendas, taking minutes, and ensuring timely follow-up on action items.
• Manage the CEO's correspondence, filtering and prioritizing emails, phone calls, and requests.
• Communication & Liaison:
• Act as the primary point of contact between the CEO and internal/external stakeholders, including board members, donors, staff, and partners.
• Draft, edit, and send communications on behalf of the CEO, ensuring a high standard of professionalism.
• Ensure that key messages and priorities of the CEO are communicated effectively across the organization.
• Meeting and Event Coordination:
• Organize and coordinate meetings, events, conferences, and speaking engagements for the CEO, including logistics, materials, and follow-up.
• Coordinate board meetings and other important internal events, ensuring all details are meticulously handled.
• Project Management & Special Initiatives:
• Assist with special projects and initiatives as directed by the CEO, ensuring deadlines are met and all tasks are completed efficiently.
• Conduct research and prepare reports and presentations as needed for the CEO's engagements, board meetings, and strategic initiatives.
• Confidentiality & Discretion:
• Handle sensitive and confidential information with professionalism and discretion.
• Maintain confidential files and records with strict attention to detail.
• Administrative Support:
• Prepare and proofread documents, reports, presentations, and other materials for the CEO.
• Ensure smooth day-to-day operations of the CEO's office, anticipating needs and providing proactive solutions.
• Time Management & Prioritization:
• Help the CEO manage time effectively by handling scheduling conflicts and providing reminders for important tasks and appointments.
• Stay ahead of the CEO's priorities and ensure a focus on mission-critical activities.

Qualifications:

• Education:
   Bachelor's degree or equivalent experience (background in nonprofit sector preferred).
• Experience:
   Minimum of 6 to 7 years of experience in an executive support or administrative role, preferably in the nonprofit sector.
• Skills:
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and common office technology.
• Ability to manage multiple priorities and handle a fast-paced work environment.
• Strong attention to detail and problem-solving abilities.
• Attributes:
• Strong interpersonal skills and building relationships with stakeholders at all levels.
• Ability to work independently with minimal supervision.
• High level of professionalism, integrity, and discretion.
• A deep commitment to the mission and values of the NGO.

Benefits:

• Competitive salary commensurate with experience.
• Opportunity to work in a mission-driven, dynamic nonprofit organization.
• Opportunities for professional growth and development.

Job Type: Full-time

Schedule:

• Day shift

Work Location: In person

Only Female candidates required