Senior Executive Assistant

Job Summary:

The Senior Executive Assistant provides comprehensive administrative and operational support to the CEO and designated leadership team. This critical role ensures the smooth functioning of the executive office, prioritizes complex tasks, drives initiatives, and advocates for executive interests both within the organization and with external partners.

This high-level position requires significant leadership skills, the ability to make independent decisions, and the capacity to guide administrative personnel. The Senior Executive Assistant engages with board members, legal and financial representatives, and other key stakeholders as directed, serving as a principal representative of the Chief Executive's Office. Key responsibilities include overseeing budgets, making important decisions, managing executive communications, events, and governance duties.

Duties/Responsibilities:

• Provides high-level calendar management, prioritizing executive time and proactively resolving scheduling conflicts with minimal oversight.
• Manages complex travel coordination (domestic and international), including detailed itineraries and logistical arrangements.
• Represents executive leadership in interactions with board members, legal counsel, funding partners, and senior external stakeholders.
• Prepares, reviews, and edits confidential correspondence, presentations, board materials, and high-level reports.
• Plans and executes board meetings, executive retreats, and other governance-related functions, including agenda preparation, logistics, minutes, and follow-up actions.
• Leads or co-leads the planning of large-scale events such as conferences, donor functions, and executive-hosted community engagements.
• Exercises discretion in managing budgets for executive office operations and authorizes routine expenditures within delegated authority.
• Independently manages key projects and initiatives aligned with executive priorities, ensuring deadlines and quality expectations are met.
• Screens and prioritizes incoming communication; responds or escalates as appropriate, ensuring clarity and alignment with leadership expectations.
• May supervise or guide administrative team members; participates in hiring, onboarding, workflow management, and internal process training to support effective team operations.
• Maintains operational systems for document control, supplies, vendor relationships, and expense reconciliation for the CEO’s office.
• Demonstrates organizational awareness to anticipate needs, ensure alignment with strategic goals, and improve operational effectiveness.
• Performs other duties as assigned in support of the CEO and executive leadership team.

Required Skills/Abilities:

• Exceptional interpersonal skills, with the ability to communicate effectively with senior leadership, board members, and high-level external partners.
• Proven leadership experience in managing administrative functions and mentoring support staff.
• High level of professionalism, discretion, and integrity in managing confidential and sensitive information.
• Advanced proficiency in Microsoft Office Suite, Zoom, and collaborative document platforms.
• Strong writing, editing, and analytical skills.
• Ability to independently manage multiple priorities under tight deadlines with sound judgment and accountability.
• Event planning experience, particularly involving executive-level or public-facing events.
• Familiarity with nonprofit governance, real estate, or mission-driven, multi-entity organizations is a plus.

Education and Experience:

• A bachelor’s degree in business administration, communications, public administration, or a related field is required.
• Minimum of 4-7 years of experience supporting senior executives or C-suite leaders.
• Prior experience in a leadership or supervisory administrative role is required.
• Experience with nonprofit boards or stakeholder governance is strongly preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.
• Must travel occasionally or adjust schedule for early morning, evening, or weekend executive meetings.
• Professional dress and appearance required.