Administrative Assistant to the Chief Executive Officer (Hourly)

Position Summary

The Administrative Assistant to the CEO provides high-level administrative, organizational, and logistical support to the Chief Executive Officer. This position plays a critical role in ensuring the CEO's office operates efficiently, professionally, and with attention todetail. The ideal candidate is highly organized, discreet, proactive, and able to manage multiple priorities in a fast-paced, mission-driven environment.

This role requires strong communication skills, sound judgment, and the ability to handle confidential information with professionalism and integrity.

Key Responsibilities

Executive Support

• Manage and coordinate the CEO's calendar, meetings, and appointments

• Prepare meeting agendas, briefing materials, and supporting documents

• Track action items and follow up on assigned tasks and deadlines

• Serve as a point of contact between the CEO and internal staff, board members, and external stakeholders

• Draft, proofread, and format correspondence, reports, presentations, and emails

• Maintain organized digital and physical filing systems

• Process expense reports, invoices, and reimbursement requests as assigned

• Assist with travel planning and logistics when needed

• Assist with scheduling and preparation for board meetings and executive leadership meetings

• Help compile board packets, agendas, and meeting materials

• Maintain professionalism and confidentiality in all board-related matters

• Keep minutes during board meetings

• Answer and direct phone calls and inquiries professionally

• Coordinate meetings, conference calls, and Zoom/Teams sessions

• Support cross-departmental coordination as directed by the CEO

• Handle sensitive and confidential information with discretion

• Represent the CEO's office with a high level of professionalism and courtesy

• High school diploma or equivalent

• 2+ years of administrative or executive support experience

• Strong organizational and time-management skills

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace

• Ability to manage competing priorities and meet deadlines

• High level of discretion and professionalism

• Experience supporting senior executives or leadership teams

• Experience in a nonprofit or mission-driven organization

• Familiarity with board operations and meeting support

• Strong attention to detail and problem-solving skills

• Professional judgment and discretion

• Organization and attention to detail

• Clear and effective communication

• Adaptability and flexibility

• Collaborative and service-oriented mindset

• Hourly position with a regular schedule; occasional evening or early morning availability may be required for meetings or events

• Primarily office-based with occasional off-site meetings or events

• Ability to sit for extended periods

• Ability to lift up to 25 pounds occasionally

• Ability to operate standard office equipment