Executive Assistant to the CEO

Foundation for Advanced Education in the Sciences, Inc. • Bethesda, KY

1d

About The Position

The Executive Assistant (EA) to the CEO/Executive Director (CEO) will play a crucial role in ensuring the smooth operation of the executive office. This position requires a dynamic individual who can manage the CEO’s schedule, support fundraising and business development efforts, provide day-to-day administrative support, and assist the Board of Directors. The EA will also serve as a backup for various administrative tasks working closely with the Director of Administration.

Requirements

• A strong work ethic, a solutions-oriented mindset, and a desire to contribute to a collegial atmosphere.
• Exceptional writing, research, and presentation skills.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Advanced skills using office programs (Word, Excel, PowerPoint, etc.), virtual meeting technologies (Zoom, Teams, etc.), general database administration, and calendars.
• Exceptional interpersonal skills exhibiting tact and poise at all times.
• Ability to handle confidential information with discretion and utilize appropriate independent judgment.

Responsibilities

• Proactively manage the CEO's calendar, make travel arrangements, handle reservations, and organize internal and external meetings, special events, and all-staff gatherings.
• Prepare and track budgets for meetings, special events, and all-staff gatherings.
• Attend meetings assigned by the CEO, take minutes, identify action items, and work with managers to assign and track these items.
• Provide comprehensive support to the Board of Directors, including maintaining calendars, arranging meeting logistics, managing contact lists, and handling Board packets and documents.
• Draft, review, and proof-read correspondence, presentations, reports, and other communications to internal and external stakeholders.
• Review service and technology contracts for accuracy, compliance, and proper adherence to FAES contract standards prior to CEO and/or legal review, flagging potential issues for management, accounting, or legal teams.
• Create internal newsletters and weekly update emails in collaboration with department heads.
• Prepare monthly expense reports for the CEO.
• Provide other administrative assistance as needed.
• Assist the CEO in fundraising and business development by coordinating and preparing materials for donor and partner meetings, calls, and site visits.
• Prepare, edit, and submit proposals, letters of inquiry, and other communications, ensuring clarity, accuracy, readability, and professional presentation.
• Collaboratively manage donor proposal processes with the CEO, including tracking timelines, ensuring appropriate review, and maintaining fundraising records and policies.
• Prepare, track, and manage gift agreements, and provide tax acknowledgment and thank you correspondence to donors.
• Support outreach needs to external partners.

Benefits

• 100% employer-paid medical and dental insurance
• Generous paid time off (PTO) and paid holidays
• Tuition reimbursement and professional development support
• Retirement plan with employer contribution
• Travel mileage reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed