Executive Assistant & Board Liaison | National Council on Aging

Nonprofit HR•Crystal City, VA

7d•$100,000 - $120,000•Hybrid

About The Position

The National Council on Aging (NCOA) is seeking an Executive Assistant to the CEO. This role is central to the organization's operations, serving as the trusted partner to NCOA's President & CEO and the primary point of contact for the Office of the CEO. The Executive Assistant will be at the heart of executive operations, acting as the connective tissue between the CEO, the Board of Directors, the Executive Team, staff, donors, partners, and national stakeholders. The role focuses on three key priorities: CEO scheduling, Board liaison, and positioning the Executive Office. The successful candidate will protect the CEO's time, manage incoming requests, and ensure all meetings, travel, Board materials, and briefings are meticulously prepared and handled.

Requirements

5+ years of experience supporting a CEO, Executive Director, President, or comparable senior-most executive.
Direct experience with Boards of Directors, including governance, Board books, agendas, and minutes.
A proven track record of drafting correspondence, briefings, and talking points on behalf of leadership.
Exceptional judgment and the confidence to make decisions and inform others without waiting for explicit direction.
Absolute discretion when handling confidential and sensitive information.
Ability to maintain precision under pressure and manage competing priorities without sacrificing detail.
Direct, efficient communication skills, comfortable with leaders who communicate similarly.
Coachability and comfort with accountability and candid feedback.
Advanced Microsoft 365 skills (Outlook, Word, Excel, PowerPoint, Teams).
An appetite for using AI tools to enhance work efficiency.
A Bachelor's degree or an equivalent combination of education and experience.

Responsibilities

Manage a complex and constantly shifting calendar for the CEO, aligning with strategic priorities, triaging requests, resolving conflicts, and making decisions.
Serve as the administrative liaison to the Board of Directors and its committees, coordinating meeting schedules and logistics.
Build and distribute Board books and agendas, acting as the official recorder during meetings and producing accurate minutes and governance records.
Monitor and triage the CEO's correspondence, drafting communications on her behalf.
Build the weekly executive briefing package.
Prepare agendas, background documents, presentations, and talking points for the CEO, and track follow-up actions.
Manage all aspects of monthly domestic travel, including transportation, itineraries, and expense reporting.
Plan ahead for events, considering guest lists, locations, and the CEO's optimal presence.
Run logistics for Executive Team meetings, All Staff meetings, and retreats.
Partner with the Chief of Staff on organizational priorities and CEO outreach.
Support cross-functional projects and process improvements to enhance the efficiency of the Executive Office.