Executive Assistant

The Executive Assistant will also assist with organizing and executing key initiatives that drive the organization’s mission and objectives.

Responsibilities:

• Efficiently manage and coordinate the CMAO’s and Director of Programs calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize meeting agendas, minutes, and action items.
• Draft, proofread, and edit correspondence, reports, and other documents on behalf of the CMAO and Director of Programs.
• Handle confidential and sensitive information with the utmost discretion.
• Assist in the planning and execution of projects, events, and initiatives led by the CMAO and Director of Programs.
• Coordinate logistics for meetings, conferences, and special events, including arranging venues, catering, and communication with attendees.
• Track project milestones, deadlines, and deliverables to ensure timely completion.
• Serve as a primary point of contact between the CMAO, Director of Programs, internal teams, and external partners.
• Facilitate communication and collaboration across departments to support organizational goals and strategic initiatives.
• Manage and prioritize incoming communications, including phone calls, emails, and requests.
• Oversee office supplies and equipment, ensuring they are adequately stocked and functioning.
• Prepare budget reports and track expenses related to the CMAO’s and Director of Programs activities.
• Ensure all necessary materials and resources are prepared for meetings and events.
• Conduct research and compile data to support the CMAO and Director of Programs in decision-making and strategic planning.
• Assist with the development and monitoring of marketing and advancement strategies and initiatives.
• Perform various administrative tasks, including managing files, coordinating document review processes, and maintaining organizational records.
• Provide support for other ad-hoc projects and tasks as needed.
• Will need to travel for special events and or meetings.

Qualifications:

• Bachelor’s Degree in Business Administration, or related field.
• At least 5 years of experience in an executive administrative support role, ideally in a nonprofit or similar environment.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Proven problem-solving skills and ability to work independently.