Executive Assistant (Foundation), Senior
About The Position
The Senior Executive Assistant provides high-level, specialized administrative and operational support to multiple Foundation directors and executive leaders. The role independently manages complex scheduling, confidential communications, meeting preparation, travel and expenses, and cross-functional coordination. It also supports Foundation-wide operations, executive team processes, and Board of Trustees activities, helping leaders focus on organizational priorities and ensuring timely execution of key activities. The position works with the Foundation’s Executive Team, provides backup support to the CEO and Board of Trustees, and serves as a liaison to internal and external stakeholders. It handles sensitive information, prepares executive materials and reports, coordinates meetings and events, supports board operations, and maintains office processes. The role follows the Foundation’s hybrid workplace model, balancing in-office collaboration with flexibility; most teams meet in person eight times per month.
Requirements
- Bachelor’s degree, or High School Diploma/GED and four additional years of relevant experience in lieu of a degree.
- At least 5 years of relevant executive support experience with C-suite-level leaders, including experience supporting complex meetings and executive operations.
- Experience handling executive expenses, scheduling meetings, and coordinating large-scale conferences or events.
- Demonstrated ability to manage highly confidential and sensitive information with discretion and sound judgment.
- Strong executive presence and professional written and verbal communication skills.
- Ability to build effective relationships across teams and with external stakeholders.
- Advanced organizational skills, analytical thinking, proactive problem-solving, and ability to manage multiple competing priorities independently.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including preparation of executive-level presentations.
- Ability to learn systems such as Asana, PDF tools, expense and travel applications, and Diligent.
Nice To Haves
- Experience supporting a board of trustees or directors, including board meeting logistics and materials.
- Experience in a nonprofit, foundation, healthcare, or related organizational environment.
Responsibilities
- Provide specialized, high-level administrative support to Foundation Executive Team members, exercising independent judgment and managing competing priorities.
- Provide backup executive administrative support to the CEO, Board of Trustees, and administrative colleagues as needed.
- Manage complex executive calendars, meetings, travel arrangements, and monthly expense reporting; anticipate conflicts and coordinate resolutions.
- Complete special projects assigned by the President/CEO, Chief of Staff, and other executive team members.
- Serve as a trusted liaison with internal and external stakeholders, including policymakers, philanthropy executives, nonprofit CEOs, community leaders, Foundation staff, and company leadership.
- Coordinate special projects and cross-functional initiatives, managing timelines and deliverables, identifying potential issues, and collaborating with stakeholders.
- Handle sensitive and confidential executive, personnel, and organizational information with sound judgment and professionalism.
- Prepare, proofread, and coordinate executive correspondence, presentations, meeting materials, and briefing information; analyze and compile data, develop reports and recommendations, and identify process improvements.
- Coordinate executive team meetings, including weekly agendas, materials, and action-item tracking.
- Plan and coordinate Foundation-wide meetings, lunches, retreats, and special events, including logistics, catering, materials, vendors, and communications.
- Support Board of Trustees meetings and events, including catering, venues, trustee reimbursements, and quarterly stipend processing; partner with the board liaison, chief of staff, CEO, and trustees on planning and improvement.
- Lead annual development and updating of the Trustee Manual and provide backup support for Board meeting materials, including distributing Board books through Diligent in coordination with the CEO Office.
- Maintain Foundation operational processes, including office supplies and inventory, visitor access, technology and meeting-space use, and weekly mail collection and distribution.
- Serve as a resource for administrative systems, policies, and procedures; support onboarding and identify practical process improvements.
- Perform other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
