Executive Administrative Assistant

Robbins Staffing Solutions•Charlottesville, VA

About The Position

The Executive Assistant to the CEO and Board is a strategic partner responsible for high-level executive support and comprehensive Board governance operations. This role serves as the primary liaison between the CEO, Board of Directors, and key stakeholders, managing executive workflows, coordinating all aspects of Board and Committee meetings, and ensuring clear communication across the organization. This position requires exceptional judgment, professionalism, and discretion, with the ability to anticipate needs and maintain impeccable accuracy in a dynamic environment.

Requirements

Bachelor's degree required; advanced degree or specialized certification preferred.
Minimum of 7 years of experience supporting senior leadership, Boards, or governance operations in a professional setting.
Demonstrated ability to exercise sound judgment, confidentiality, and professional discretion.
Exceptional organization, written communication, and interpersonal skills.
High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Board management platforms required; Diligent experience strongly preferred.
Strong project management skills and ability to manage multiple priorities in a fast-paced environment.
Flexibility to work extended hours during Board and Committee cycles.
Integrity & Discretion
Exceptional Organization & Follow-Through
Strong Written & Verbal Communication
Service Orientation & Professionalism
Relationship Building & Collaboration
Technological Proficiency (including Diligent)
Adaptability & Calm Under Pressure

Nice To Haves

advanced degree or specialized certification preferred.
Familiarity with nonprofit, foundation, or higher education governance preferred.
Diligent experience strongly preferred.

Responsibilities

Manage the CEO's priorities, workflows, and timelines while triaging incoming requests to determine appropriate action and delegation.
Prepare executive briefings, background materials, and presentations to support the CEO's meetings and strategic initiatives.
Draft polished correspondence and materials on behalf of the CEO.
Assists in the coordination of cross-functional projects and monitors organizational developments to keep the CEO informed, aligned, and prepared.
Work closely with and facilitate communication between the CEO, senior leadership, Board members, and key stakeholders across the Foundation, University of Virginia community, and external partners.
Collaborate with the administrative team to coordinate, schedule, and track tasks.
Serve as primary point of contact for Board members, providing responsive, professional support.
Support Board member onboarding and offboarding, including orientation materials and record updates.
Coordinate all Board and Committee meetings, including scheduling, agendas, materials preparation, logistics, and follow-up.
Manage and administer the Board portal (Diligent), ensuring timely posting of materials and seamless user experience.
Prepare, format, and finalize Board .packets and governance materials in partnership with Foundation department heads.
Maintain governance archives and documentation systems, including minutes, bylaws, policies, compliance records, and annual planning calendars.
Ensure Board and Committee operations comply with the Foundation's bylaws, governance policies, and best practices.
Develop and refine processes, templates, and checklists to enhance consistency and efficiency.