The Executive Assistant provides high-level administrative support to the Executive Director and serves as a key partner in ensuring the efficiency and organization of daily operations. This role requires exceptional attention to detail, strong communication skills, and the ability to manage complex tasks in a fast-paced environment. The ideal candidate is proactive, professional, and skilled at anticipating needs while maintaining a high standard of service.

Key Responsibilities

• Executive Support: Manage and prioritize the Executive Director's calendar, schedule meetings, coordinate logistics, and ensure all appointments are well-prepared and organized.
• Meeting Management: Prepare agendas, attend meetings, and accurately record, format, and distribute meeting minutes. Transcribe notes and ensure follow-up actions are tracked and completed.
• Communication: Serve as a primary point of contact for internal and external stakeholders, engaging in clear, professional oral communication on behalf of the Executive Director.
• Document Preparation: Draft, edit, and proofread correspondence, reports, and presentations, demonstrating strong writing ability and attention to detail.
• Customer Service: Address inquiries and provide timely, solutions-focused responses to staff, partners, and external clients while upholding a customer-first mindset.
• Information Management: Organize and maintain electronic files, confidential records, and documentation with accuracy and discretion.
• Coordination & Support: Assist with project coordination, event planning, and cross-functional initiatives while collaborating with team members to meet shared objectives.
• Problem Solving: Apply critical thinking to evaluate information, troubleshoot issues, and proactively offer recommendations that support organizational goals.

Required Competencies

• Attention to Detail: Ensures accuracy and completeness in all tasks-from data entry and documentation to scheduling and final work products.
• Oral Communication: Communicates effectively, engaging in professional and productive dialogue with diverse audiences.
• Customer Focus: Demonstrates responsiveness and commitment to meeting the needs and expectations of stakeholders.
• Professional Impact: Represents the Executive Director and organization with a polished, positive, and service-oriented demeanor.
• Teamwork: Works collaboratively with peers and leadership to support collective goals and organizational success.
• Critical Thinking: Evaluates information logically, identifies issues, and recommends thoughtful solutions.
• Writing: Produces clear, concise, and well-structured written communication.

Qualifications

• Prior experience as an Executive Assistant, Administrative Assistant, or similar support role preferred.
• Proficiency in calendaring, transcription, and meeting minutes preparation.
• Strong command of Microsoft 365 or similar productivity tools.
• Excellent organizational skills with the ability to manage multiple priorities.
• High level of confidentiality, professionalism, and discretion.