Executive Assistant to the President/CEO

International Institute Of St. Louis•Saint Louis, MO

About The Position

The International Institute of St. Louis (IISTL) provides essential services to help immigrants and refugees become productive Americans and champion ethnic diversity as a cultural and economic strength. We are a mission-driven, community-oriented nonprofit organization seeking a dynamic Executive Assistant to support our President & CEO and Executive Leadership Team. Position Summary The Executive Assistant provides high-level administrative and project support to the President & CEO, Corporate Department, and Executive Leadership Team. This individual plays a critical role in ensuring smooth operations, efficient communications, and responsive executive support. The successful candidate will be highly organized, exercise sound judgment, manage confidential information with discretion, and balance multiple priorities with accuracy and professionalism.

Requirements

Bachelor's degree or equivalent combination of education and experience.
3-5 years of experience in an administrative or executive support role.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
High degree of professionalism, confidentiality, and sound judgment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Ability to work independently and as part of a team in a fast-paced, mission-driven environment.
Strong interpersonal skills and comfort interacting with diverse stakeholders at all levels.
Keen attention to detail and proactive approach to task management.
Must be able to handle confidential and time-sensitive information with integrity.

Nice To Haves

Experience in nonprofits or social services is preferred.

Responsibilities

Calendar Management & Scheduling Maintain and coordinate the President & CEO's calendar, including scheduling and rescheduling meetings. Provide reminders and prepare materials for upcoming engagements.
Communications & Correspondence Serve as the first point of contact for internal and external inquiries. Draft, review, and manage professional correspondence on behalf of the President & CEO. Monitor the shared executive email account and respond as appropriate. Communicate with Board members, staff, donors, and the public on behalf of executive leadership.
Board Relations Act as liaison to the IISTL and IICDC Boards, handling communications and logistics. Organize Board meetings, develop agendas, take minutes, and manage records. Coordinate the planning of the annual Board retreat.
Financial & Administrative Tasks Support expense reporting and credit card reconciliations. Assist with Corporate department budget preparation and tracking. Help manage contracts and grant documentation. Create internal and external presentations and facilitate invoice payments.
Event Planning & Coordination Assist in planning and executing agency events, including major fundraisers and press conferences.
Special Projects & Other Duties Support the President & CEO with staff meeting planning and follow-up. Lead or assist with cross-departmental initiatives and community engagement projects. Provide project management and executive-level coordination for strategic priorities.
Maintain office supplies and equipment.
Support staff with special projects and resource navigation.
Manage hybrid meeting access and logistics.
Represent the agency through tours and special event staffing.
Assist with data entry, audit preparation, and grant reporting as needed.