Chief Assistant Jobs in Virginia (NOW HIRING)

Position Summary:
The Executive Assistant to the President and CEO provides high-level administrative, operational, and governance support to the President and CEO and, through the President and CEO, to the Board of Directors and related governing committees.

This role ensures the smooth, strategic, and professional operation of executive functions, with a primary focus on enabling the effectiveness of the President and CEO. The Executive Assistant serves as a trusted partner to the President and CEO, supporting executive communications, strategic prioritization, Board administration, and coordination of high-level internal and external relationships.

The role also supports the President and CEO’s external presence and public-facing communications in close collaboration with the Marketing & Communications team.

Duties/Responsibilities:

President/CEO Support

• Routinely handle internal and external inquiries, including screening calls, responding to questions, and redirecting matters to appropriate personnel

• Serve as a liaison to external constituents engaging with the President and CEO, including donors, community partners, prospects, volunteers, Board members, and other key stakeholders

• Draft correspondence, emails, and executive communications for the President and CEO and respond to inquiries as directed

• Manage and maintain the President and CEO’s calendar, coordinating with Leadership Team members as necessary

• Coordinate and plan weekly, monthly, quarterly, and annual meetings and leadership engagements

• Prepare executive reports, briefing materials, agendas, and meeting documentation

• Serve as a strategic partner to the President and CEO by tracking priorities, deadlines, and follow-ups across executive, Board, and external commitments

• Maintain a President and CEO action and priorities tracker to ensure alignment with organizational goals

• Proactively identify scheduling conflicts, risks, or misalignment related to the President and CEO’s time, messaging, or commitments

• Support confidential, high-priority, and sensitive special projects as directed by the President and CEO

• Arrange travel, logistics, and accommodations

• Prepare and submit time and expense reports

Board Administration and Governance Support

• Assist the President and CEO in ensuring timely preparation of presentation materials for Board and governing committee meetings

• Coordinate with the Leadership Team to ensure timely submission and accuracy of Board and committee materials

• Coordinate with Leadership Team members to secure special speakers and programming for Board and committee meetings

• Assist with logistics for Board and governing committee meetings, including space reservations, catering, room setup, A/V requirements, name badges, and on-site needs

• Support logistics for Board social, training, and development events

• Attend Board and committee meetings to ensure smooth operations and troubleshoot technical or logistical issues

• Act as recording secretary during Board and governing committee meetings, including preparation and maintenance of official minutes

• Manage Board member correspondence and donor acknowledgments as directed

• Coordinate and manage Board member onboarding and orientation processes

• Maintain accurate Board and committee contact information, profiles, attendance records, and conflict-of-interest documentation

• Update Board documents, directories, and reports within the Board portal

• Support governance-related workflows, timelines, and annual planning cycles

• Serve as a point of contact for Board members as needed

Executive Communications & External Presence

• Serve as the primary point of coordination between the President and CEO and the Marketing & Communications team regarding CEO-related public communications and visibility

• Review and coordinate President and CEO social media content to ensure alignment with organizational messaging, executive voice, and brand standards

• Maintain a forward-looking calendar of President and CEO speaking engagements, public appearances, and related communications opportunities

• Support timely amplification of President and CEO events, speaking engagements, and donor or partner recognition through coordinated marketing and communications efforts

• Assist with preparation and coordination of materials related to external engagements, presentations, and public-facing initiatives

Organizational and Project Support

• Provide administrative project management support for initiatives led by the President and CEO

• Coordinate cross-functional projects and track deliverables, timelines, and follow-ups

• Assist with preparation of internal communications from the President and CEO to leadership and Board audiences

• Support donor, community partner, and executive-level stakeholder engagement activities

• Assist with planning and coordination of organization-wide or executive-sponsored events (non-HR related)

• Maintain executive and Board records in alignment with document retention and confidentiality standards

Required Skills/Abilities

• Technology & Systems: High degree of computer literacy, including proficiency in Microsoft Office Suite, Office 365, file management systems, and SharePoint; ability to quickly adapt to new technologies

• Task & Priority Management: Ability to manage competing priorities, meet deadlines, and maintain accuracy in a fast-paced environment

• Communication: Strong written and verbal communication skills; ability to communicate clearly, professionally, and concisely while representing RMHCDC positively

• Professional Judgment: Ability to handle sensitive, confidential, and executive-level information with discretion

• Collaboration: Ability to work independently and cross-functionally with leadership, Board members, donors, and external stakeholders

Education and Experience

• Bachelor’s degree or equivalent combination of education and experience required

• Five (5) or more years of experience in an administrative or executive support role; nonprofit experience preferred

• Experience supporting senior executives and working with nonprofit Boards of Directors and governing committees

• Experience interacting with a wide range of executive-level stakeholders

• Experience with databases or CRM platforms (e.g., Salesforce, NEON, or similar)

• Highly organized, detail-oriented, and accurate with strong follow-through

• Prolonged periods of sitting at a desk and working on a computer

• Prolonged periods of standing, bending, stooping, reaching, and moving about meeting or event spaces

• Must be able to lift up to 20 pounds occasionally

This job description is intended to describe the basic, critical elements of the job and should not be construed as an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. This job description does not constitute a contract of employment. It may be modified or amended at any time as determined in the employer’s sole discretion. The signed original copy of this acknowledgment will be filed in the employee’s personnel file.