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Executive Assistant Job Description
Position Summary
The Executive Assistant is an exempt, full-time position and serves as a key member of MCEDC's operations team, reporting to the Chief Operating Officer. The Executive Assistant will be responsible for helping the company function with efficiency, organization, and purpose. The ideal candidate has strong organization and prioritization skills, is solution-focused and works well with team members both in-person and virtually. The incumbent will demonstrate meticulous attention to detail and will be adept at anticipating needs.
Executive Support
• Serve as the primary point of contact for the President & CEO, managing the day-to-day operations of the Executive Office while ensuring the CEO's time is strategically prioritized and aligned with organizational goals.
• Manage the CEO's complex calendar by prioritizing meetings, resolving scheduling conflicts, coordinating internal and external appointments, and exercising sound judgment regarding competing priorities.
• Proactively anticipate the CEO's needs by preparing agendas, briefing materials, presentations, talking points, background information, and other documents to ensure effective meetings and engagements.
• Draft, edit, proofread, and manage executive correspondence, reports, presentations, and other confidential communications on behalf of the CEO.
• Provide support to the COO on calendar and preparatory items on an as-needed basis.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, registrations, visas, and other travel logistics, ensuring seamless execution.
• Monitor and track executive priorities, projects, deadlines, and action items, following up with internal and external stakeholders to ensure timely completion.
• Screen and prioritize incoming requests, communications, and correspondence, exercising sound judgment to determine appropriate action and escalation.
• Manage executive expense reports, corporate credit card reconciliations, reimbursements, and other administrative records accurately and and in a timely fashion.
• Represent the Executive Office with professionalism by building and maintaining positive relationships with Board members, elected officials, business leaders, community partners, vendors, and other key stakeholders.
• Exercise the highest level of professionalism, diplomacy, discretion, and confidentiality when handling sensitive organizational, personnel, and Board matters.
Board of Directors Support
• Serve as the lead coordinator for all Board of Directors activities, including regular Board and committee meetings, Board engagement events, annual retreats, orientation activities, logistics, agendas, board packets, meeting minutes, and follow-up communications.
• Partner with the President & CEO and COO to ensure timely Board communications and exceptional governance support.
• Coordinate all Board meeting logistics, including scheduling, venue selection, catering, audiovisual needs, meeting materials, and both on-site and off-site meeting arrangements to ensure a seamless and professional experience.
• Prepare and distribute Board agendas, Board packets, briefing materials, and other documents in partnership with the President & CEO and COO, ensuring timely and accurate communication with Board members.
• Attend Board and committee meetings, record accurate meeting minutes, track action items, and coordinate follow-up communications to support effective governance and accountability.
• Build and maintain positive working relationships with Board members while providing exceptional administrative, logistical, and governance support with the highest level of professionalism, discretion, and confidentiality.
Office & Administrative Operations
• Support efficient day-to-day office operations and administrative workflows.
• Contribute to the overall success of the organization by supporting operational, administrative, and cross-functional initiatives as needed, demonstrating flexibility and a team-first approach in achieving organizational goals.
• Provide high-level administrative and operational support to executive leadership on strategic initiatives as needed.
• Manage executive expense reports and serve as liaison with vendors and external stakeholders.
Required Knowledge, Skills & Abilities
• Excellent verbal and written communication skills.
• Exceptional organizational skills with strong attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Strong judgment, professionalism, discretion, and ability to maintain strict confidentiality.
• Excellent interpersonal, customer service, and relationship-building skills.
• Strong project coordination, logistics, and event planning skills.
• Proactive, resourceful, and solution-oriented with the ability to anticipate needs.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, Zoom, and standard office technology.
Preferred Experience
• Seven (7) or more years supporting C-suite executives as an Executive Assistant, Executive Administrator, or an executive support professional.
• Exceptional writing, editing, and proofreading skills, including executive correspondence, Board meeting minutes, briefing materials, reports, and presentations.
• Experience supporting Boards of Directors, including governance logistics and Board engagement activities.
• Experience coordinating executive travel, meetings, and events.
Physical Requirements and Work Environment
• Professional office environment with full-time in-person attendance.
• Occasional lifting of supplies and event materials may be required.
Job Type: Full-time, Exempt