Lead Executive Assistant to the CEO

Role Overview

• Manages complex scheduling and calendar logistics with a high degree of autonomy, independently evaluating issues, anticipating challenges, and driving solutions to maximize the CEO's time efficiency
• Develops, tracks, and manages discrete project plans in Asana to keep executive office operations, travel, and personal commitments strictly aligned
• Coordinates travel arrangements and itineraries, adapting existing tools and frameworks to better fit the shifting needs of the executive office
• Tracks and reminds the CEO of key team celebrations and organizational milestones, managing the timeline to ensure timely celebration and recognition
• Develops and maintains strong relationships with the development team, collaborating across functions to align on routines and ensure the seamless completion of grant and funding deliverables
• Drafts high-level professional communications and manages executive social media channels, adapting communication styles to context and purpose across diverse audiences
• Manages expense reporting workflows, proactively identifying workflow efficiencies, following up with vendors, and leading the end-to-end reconciliation process
• Provides informal guidance, feedback, and operational expertise to other administrative or support team members to improve organization-wide administrative workflows
• Manages and executes virtual and in-person board meeting logistics with full ownership, driving progress toward deadlines and ensuring all outcomes are delivered on time
• Communicates clearly across diverse audiences, preparing and delivering critical logistical and committee requirements to senior leadership
• Attends formal meetings to capture accurate minutes and evaluates existing digital filing systems to maintain high-quality, easily accessible records
• Manages onboarding projects and tracks recruitment steps for new board members, adapting existing templates and resources based on predefined guidelines
• Updates and refines annual board collateral, recruitment overviews, and demographic reporting frameworks to accurately support grant and compliance requirements
• Manages and executes the annual and ongoing collection of conflict of interest surveys, taking full ownership of the timeline, tracking system, and data integrity
• Embodies organizational values in all daily interactions with the governing board, actively fostering trust, collaboration, and professional relationship management
• Independently resolves complex travel-related logistics and unexpected challenges for site visits and educational tours
• Directs advisory council meeting logistics by actively evaluating and anticipating stakeholder needs to foster deep external relationships
• Provides specialized administrative expertise to serve as a resource for others, evaluating the effectiveness of follow-up processes and implementing improvements

Requirements

• 5+ years of experience in administrative support, executive assistance, or operational coordination
• Expertise in independently managing complex calendars and multi-city travel arrangements within a fast-paced professional environment
• Advanced ability to draft, edit, and manage executive-level correspondence and social media engagement, adapting style to context and purpose
• Deep knowledge of the project management required for successful virtual and in-person board-level meetings, including the capacity to drive progress across tight timelines
• Specialized skill in adapting existing tools, administrative frameworks, and digital filing systems to fit changing organizational needs
• Demonstrated proficiency in evaluating issues, anticipating challenges, and coordinating logistics for diverse groups, including advisory councils and external site visit hosts

Benefits

• Competitive benefits and private retirement investment options
• Generous vacation policy