Executive Assistant & Board Liaison

COLLEGE NOW GREATER CLEVELAND•Cleveland, OH

1d•$55,000 - $65,000•Hybrid

About The Position

The Executive Assistant & Board Liaison provides high-level administrative support to the President and CEO and serves as the primary administrative liaison between the Office of the CEO and the Board of Directors. The role manages executive scheduling, coordinates Board activities, facilitates communication with internal and external stakeholders, maintains records, and tracks follow-through on key action items. It requires exceptional organization, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The position is full-time and exempt, with standard hours of 40 hours per week and occasional evening hours as required. It is hybrid, typically involving three days in the Cleveland office and two days remote each week, subject to change based on business needs. The position reports to the Senior Manager, Administration and Operations and is assigned to the Office of the CEO (Administration). The salary range is $55,000–$65,000, based on relevant prior experience.

Requirements

Minimum of five years of experience in executive administration, executive support, office management, or a related field.
Demonstrated experience supporting senior executives and managing complex schedules or priorities.
Associate's degree required; an equivalent combination of education and relevant professional experience will be considered.
Exceptional organizational and time-management skills, including the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills.
Excellent attention to detail and accuracy.
Sound judgment, professionalism, and discretion in handling confidential information.
Strong interpersonal and relationship-management skills.
Ability to anticipate needs, solve problems, and work independently.
Demonstrated ability to coordinate activities involving multiple stakeholders and competing priorities.
Proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
Experience using virtual meeting platforms such as Teams, Zoom, and Google Meet.
Ability to learn and use Board portal systems, customer relationship management systems, and other organizational software.
Ability to create, organize, and maintain records, reports, presentations, and meeting documents.

Nice To Haves

Bachelor's degree preferred.
Experience supporting Board of Directors meetings, committees, governance processes, and record management strongly preferred.
Experience working in a nonprofit, educational, civic, philanthropic, or mission-driven organization preferred.

Responsibilities

Manage the CEO's calendar, scheduling priorities, meeting requests, travel arrangements, and related logistics.
Coordinate internal and external meetings, including preparing agendas, materials, presentations, and briefing documents.
Organize and maintain files, records, contacts, and reference materials.
Process CEO expenses, purchases, reimbursements, memberships, and related expenses.
Track CEO commitments and deadlines and coordinate follow-up activities.
Serve as gatekeeper for CEO communications, prioritizing requests and responding appropriately on behalf of the Office of the CEO.
Serve as a principal administrative liaison among the CEO, Board Chair, Board officers, Board members, committee chairs, Executive Staff members, and staff supporting Board committees.
Coordinate the annual calendar and logistics for Board and assigned committee meetings, retreats, orientations, and governance activities.
Prepare and coordinate the review, approval, and distribution of Board agendas, presentations, reports, resolutions, and supporting materials.
Attend Board and assigned committee meetings and prepare accurate, concise minutes documenting decisions, motions, and action items.
Track Board and committee commitments and communicate next steps to appropriate leaders and staff.
Maintain the Board portal, Board directory, committee rosters, governance calendar, approved minutes, resolutions, policies, and other official records.
Coordinate annual Board documentation, including conflict-of-interest forms and other required governance materials.
Support Board member onboarding, orientation, engagement, recognition, and access to organizational information.
Handle Board information and governance records accurately, discreetly, and confidentially.
Coordinate Executive Staff meeting logistics, including scheduling, agenda preparation, material distribution, note-taking, and follow-up.
Document action items, decisions, and assigned responsibilities resulting from meetings.
Support planning and coordination of organizational events, retreats, leadership meetings, and special projects led by the CEO.
Gather information, compile reports, and prepare materials for executive decision-making.
Collaborate with departments across the organization to obtain information and ensure timely completion of administrative requests.
Draft and edit internal and external communications on behalf of the CEO.
Prepare briefing materials for meetings with donors, community partners, elected officials, funders, and other stakeholders.
Coordinate stakeholder communications, meeting requests, and follow-up activities.
Represent the Office of the CEO with professionalism, responsiveness, diplomacy, and discretion.
Maintain confidentiality regarding Board matters, personnel issues, organizational strategy, donor information, and other sensitive matters.
Attend College Now organizational meetings and participate in assigned committees or workgroups.
Attend Board meetings, community events, and organizational functions as needed.
Perform other duties consistent with the role and evolving needs of the Office of the CEO.