Executive Assistant

Salary Range- $55,000-$70,000

Major Duties and Expectations

  1. Provides administrative support to President & CEO: 

  • Coordinates meeting logistics, correspondence, and travel arrangements for the CEO. (This role does not manage the CEO's personal calendar; staff book directly on Outlook.) 

  • Maintains the CEO's recurring calendar holds (focus time, prep, travel, priority commitments) and protects them as internal team book directly into open time. 

  • Steps in only when a booking lands inside a hold or creates a genuine conflict, resolving it directly with the requester. 

  • Tracks the CEO's active projects and commitments, and drives follow-up so nothing is dropped. 

  • Prepares agendas, briefing materials, and follow-up notes for the CEO's meetings. 

  • Able to represent the CEO and make sound decisions on her behalf when she is unavailable or at less than full capacity. 

 

  1. Provides support to CHSC Board of Directors: 

  • Prepares all board and committee meeting agendas and materials. 

  • Manages board and committee calendars, and runs scheduling polls for meetings and events. 

  • Maintains the board roster and supports board member recruitment, onboarding, and offboarding. 

  • Attends board and committee meetings to take and distribute minutes. 

  • Supports the organization's strategic planning process: scheduling, materials, tracking action items, and follow-up. 

  • Coordinates board social events. 

  • Ensures communication accommodations are in place for all board and committee meetings. 

  1. Senior Management Team and All Team Liaison: 

  • Participates as an adjunct member of the senior management team including scheduling meetings and retreats, coordinating agendas, and assigning follow-up tasks. 

  • Plans agendas for monthly all-team meetings. 

  • Coordinates accessibility accommodations (ASL interpreting, captioning, and related needs) for all-team meetings. 

  • Works with speakers and presenters ahead of time to ensure they are prepared. 

  • Plans and executes two staff events per year. 

  1. Fundraising and Donor Relations 

  • Supports corporate fundraising initiatives and campaigns. 

  • Helps the CEO steward and cultivate donor relationships, including tracking touchpoints, drafting correspondence, and coordinating donor meetings. 

  1. Technology and Systems 

  • Builds out and maintains SharePoint sites for the board and the all-team, extending what the CEO has already started rather than needing it rebuilt from scratch. 

  • Uses AI tools (e.g., drafting, summarizing, meeting prep, research) as a standard part of daily workflow to move faster and produce better work. 

  • Identifies where technology can remove steps from a process, and proposes and implements those fixes in collaboration with CEO and Team. 

  1. Other duties as assigned by CEO. 

 

Education/Experience/Skills 

  • Bachelor's degree required; advanced degree or equivalent professional experience a plus. No specific credential is required, but the candidate should have a track record of increasing responsibility in executive support, project management, or nonprofit operations, ideally including exposure to board governance. 

  • 5+ years of experience supporting a senior executive, board, or comparable high-accountability environment. 

  • Demonstrated ability to manage a complex, competing set of priorities across board governance, staff operations, and donor relationships without close supervision. 

  • Sharp, intuitive judgment: reads situations quickly and adapts without needing detailed instructions. 

  • Self-directed and reliably punctual; follows through on commitments without reminders. 

  • Composed under pressure; trustworthy with confidential and sensitive information. 

  • Genuine skill at making people feel respected, prepared, and at ease, whether a board member, a donor, or a colleague.