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Job Title: Executive Assistant to the CEO

Department: Executive                                                                                                      Grade: 10

Reports To: President and Chief Executive Officer                                Exemption Status: Exempt

Supervisory: No                                                                                                       Date: April 2026

Job Description

The Executive Assistant (EA) provides high-level executive and administrative tasks to support the CEO, ensuring the efficient operation of the executive office. This role serves as the primary point of contact for internal and external stakeholders. The former including members of the Board, the executive team, and members of the senior management team.

The EA ensures seamless executive operations by managing strategic scheduling, board governance processes, executive communications, and special projects. This role requires a high degree of discretion, advanced organizational skills, and the ability to anticipate the CEO’s needs before they arise, while maintaining the highest standards of professionalism and confidentiality.

Essential Functions and Responsibilities

Executive Support

1. Maintain a highly active and complex CEO calendar, prioritizing competing demands and ensuring alignment with strategic priorities.
2. Prepare and edit correspondence, reports, presentations, and communications on behalf of the CEO.
3. Ensure the CEO is fully prepared for all engagements with necessary briefs and materials.
4. Coordinate executive meetings, including agenda preparation, document compilation, logistics, and follow-up actions.
5. Prepare detailed itineraries for internal and external meetings, travel, and events.
6. Complete and reconcile expense reports in a timely manner.

Board Governance and Support

1. Coordinate all Board and Committee meetings, including annual strategic planning session.
2. Prepare and review board packages, including researching, drafting, editing, and proofreading materials.
3. Ensure timely and accurate distribution of board materials.
4. Record and prepare clear, concise meeting minutes.
5. Maintain official board documentation including policies, rosters, committee charters, and contact lists.
6. Track follow-up items from board and committee meetings.
    

Executive Team and Organizational Liaison

1. Support members of the Executive Team with administrative coordination, as needed.
2. Serve as a communication liaison between the CEO and senior leadership, staff, and external stakeholders.
3. Coordinate logistics for high-level internal and external meetings.

Research and Special Projects

1. Conduct research to support proposals, initiatives, and executive decision-making.
2. Draft reports and written materials, as requested.
3. Coordinate special projects and cross-departmental initiatives.
4. Perform other duties as assigned.

Performance Measurements

Executive Effectiveness

• CEO calendar accuracy rate of 99%+.
• Meeting materials delivered to CEO at least 1 – 2 days in advance of delivery date.
• Timely and accurate completion of executive reports.
• Demonstrated proactive anticipation of CEO needs.

Board Governance Excellence

• 100% of board materials distributed within established timelines.
• Meeting minutes completed and distributed within 5 business days of meeting.
• Board documentation maintained with no lapses in version control.
• Positive feedback from board members regarding organization and preparedness.

Communication and Professionalism

• Draft, edit, and proofread high-stakes communications, including board reports, company-wide announcements, and external correspondence.
• Act as a bridge between the CEO and the executive and senior management teams, ensuring follow-up on key action items.
• Handle sensitive information with absolute confidentiality and professionalism.
• Demonstrated discretion and confidentiality in all sensitive matters.
• Effective coordination of executive-level meetings with no logistical issues.
• Positive feedback from the executive team.

Organizational Efficiency

• Special projects completed within established timelines.
• Demonstrated ability to manage multiple priorities without missed deadlines.

Continuous Improvement

• Identification and implementation of process improvements to enhance executive efficiency.
• Adoption of technology tools to streamline support processes.

Qualifications and Requirements

• Bachelor’s degree required.
• Prior experience as an Executive Assistant, Personal Assistant, or similar high-level support role preferred.
• Advanced proficiency in Microsoft Office Suite.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to interact with executives and board members under pressure while remaining professional and composed.
• High degree of integrity, discretion, and honesty.
• Ability to work independently and exercise sound judgement
• Strong attention to detail and accuracy.
• Event planning and meeting management experience preferred.