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Job Description: Executive Assistant to the CEO

POSITION TITLE: Executive Assistant to the CEO

DEPARTMENT: Administration

REPORTS TO: Chief Executive Officer

DIRECT REPORTS: None

LOCATION: Columbus, OH

POSITION SUMMARY

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer, providing high-level executive support while helping drive organizational effectiveness, communication, and execution of key priorities. This role extends beyond traditional administrative support and requires a seasoned professional who can anticipate needs, exercise sound judgment, manage competing priorities, and serve as a strategic point of coordination among executive leaders, board members, donors, community stakeholders, and external partners.

The ideal candidate is an experienced executive support professional with exceptional discretion, professionalism, organizational agility, and executive presence. Operating in a fast-paced environment with shifting priorities and competing demands, this individual must be capable of working independently while maintaining a high level of responsiveness, accuracy, and attention to detail. As a key ambassador for the CEO and the organization, the role requires flexibility to support occasional evening and weekend commitments.

As the organization's most senior executive support professional, the Executive Assistant to the CEO serves as a role model for administrative excellence. While the position does not have formal supervisory responsibility, it is expected to collaborate across administrative functions, share best practices, and contribute to a culture of service, accountability, and continuous improvement.

KEY RESPONSIBILITIES

Executive Partnership & CEO Support

• Manage and optimize the CEO's calendar, ensuring alignment with organizational priorities and strategic objectives.
• Anticipate scheduling conflicts, competing priorities, and resource needs before they arise.
• Coordinate complex meetings involving executive leaders, board members, donors, community stakeholders, and external partners.
• Prepare briefing materials, agendas, presentations, and background information for meetings and events.
• Draft, edit, and proofread executive correspondence, reports, presentations, talking points, and communications.
• Screen and prioritize incoming requests, determining appropriate responses or escalation paths.
• Serve as a trusted resource to the CEO on administrative, operational, and organizational matters.
• Manage sensitive and confidential information with the highest degree of discretion and professionalism.

Executive Operations & Organizational Support

• Assist the CEO in managing organizational priorities and maintaining visibility into key initiatives.
• Coordinate executive leadership meetings, including agenda preparation, logistics, materials, and meeting documentation.
• Prepare reports, presentations, and briefing materials that support executive decision-making.
• Coordinate special projects and assignments on behalf of the CEO.
• Help ensure timely communication and information flow among leadership team members and key stakeholders.
• Identify opportunities to improve administrative processes, meeting effectiveness, and organizational efficiency.
• Support strategic planning sessions, retreats, leadership meetings, and other executive-level initiatives.

Board Relations & Governance Support

• Serve as the primary administrative liaison to the Board of Directors and Board Chair.
• Coordinate board meetings, committee meetings, retreats, and governance activities.
• Prepare and distribute board materials and meeting packets.
• Maintain board records and governance documentation.
• Coordinate meeting logistics, scheduling, and follow-up communications.
• Assist in ensuring the timely completion of board-related action items and deliverables.
• Support board onboarding and orientation processes as needed.

Executive Communications

• Draft high-level communications on behalf of the CEO and other members of the executive team as appropriate.
• Ensure consistency, professionalism, and accuracy in executive communications.
• Prepare executive presentations, reports, speeches, and talking points.
• Support internal and external communications initiatives as assigned.
• Serve as a professional representative of the CEO and organization in interactions with stakeholders.

Organizational Coordination

• Serve as a liaison among executive leadership, board members, staff, donors, and stakeholders.
• Coordinate executive-level meetings, events, and special initiatives.
• Support organizational planning efforts and leadership activities.
• Assist with event planning and logistics for executive, board, and, at times, organization functions.
• Help foster communication, collaboration, and alignment across the organization.
• Partner with administrative staff to support organizational priorities while promoting professionalism, collaboration, and consistency.

QUALIFICATIONS

Required Experience

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 7-10 years of progressive executive support experience.
• Significant experience supporting a CEO, President, Executive Director, or other C-suite executive.
• Experience interacting with boards of directors and senior leaders.
• Experience working in complex, fast-paced environments with multiple competing priorities.
• Demonstrated success in managing highly confidential and sensitive information.
• Demonstrated flexibility and responsiveness, including the ability to support evening and weekend meetings, events, and organizational priorities as needed.

KNOWLEDGE, SKILLS & ABILITIES

Executive Presence

• Demonstrated professionalism, maturity, sound judgment, and discretion.
• Ability to interact confidently with board members, executives, donors, community leaders, and external stakeholders.
• Strong political savvy and organizational awareness.
• Ability to represent the CEO and organization with credibility and professionalism.

Communication Excellence

• Exceptional written communication skills with the ability to draft executive-level correspondence with minimal direction.
• Superior verbal communication and interpersonal skills.
• Strong editing, proofreading, and presentation development capabilities.
• Ability to communicate effectively with individuals at all levels of an organization.

Strategic Thinking & Problem Solving

• Ability to anticipate needs and proactively identify solutions.
• Strong critical thinking and decision-making abilities.
• Ability to manage ambiguity and changing priorities effectively.
• Comfortable operating independently with limited supervision.
• Demonstrates a willingness to share knowledge, best practices, and expertise to strengthen administrative effectiveness and organizational success.

Organizational Agility

• Exceptional project management and organizational skills.
• Ability to simultaneously manage multiple priorities, deadlines, and requests.
• Strong attention to detail without losing sight of broader organizational objectives.
• Proven ability to remain composed and effective under pressure.

Technical Expertise

Advanced proficiency in:

• Microsoft Suite: Word, PowerPoint, Excel, Teams
• Zoom, CRM databases, SharePoint, and document management systems

Preferred experience with: Board Management Platforms (Onboard), CRM databases (Salesforce), Project Management Software, and AI-enabled productivity tools

Key Competencies

• Executive Partnership
• Communication Excellence
• Board Relations
• Organizational Awareness
• Organizational Awareness
• Project Coordination
• Strategic Support
• Adaptability
• Confidentiality & Discretion
• Relationship Building
• Initiative & Accountability
• Sound Judgment
• Change Agility
• Collaborative Leadership & Mentorship