Confidential Executive Assistant

Overview

Under the supervision of the VP of Operations & People Success, the Executive Assistant will provide high-level administrative support to our organization's executives, ensuring the smooth functioning of our overall operations. The Executive Assistant is responsible for coordinating executive schedules, facilitating communication between staff members and stakeholders, and managing a variety of administrative tasks.

Responsibilities

• Provide high-level, confidential administrative support to Executive Leadership.
• Manage highly sensitive information and materials with discretion, including legal, financial, board, and organizational matters.
• Draft, safeguard, and proofread correspondence and communications on behalf of the CEO and executive leadership.
• Serve as a trusted gatekeeper, exercising judgment in prioritizing executive access, communications, and scheduling.
• Coordinate confidential communications with funders, government officials, and key stakeholders.
• Support CEO and executive leadership with governance, compliance, reporting deadlines, and confidential matters.
• Manage schedules, arrange meetings, distribute agendas, and coordinate logistics.
• Attend meetings, take notes, and communicate action items to participants.
• Assist with research, data compilation, and report preparation to support the executive teams work.
• Organize and maintain both electronic and hard copy files to ensure access and security.
• Handle travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries.
• Plan and organize special events, conferences, or workshops, including securing venues, catering, and preparing materials.
• Prepare and edit presentations for executive meetings and public engagements.
• Serve as a point of contact for internal and external stakeholders, managing relationships and communications effectively.
• Oversee special projects assigned by leadership, managing timelines, communication, and resources.
• Staff the front desk as needed, answer calls, and maintain office supplies and equipment.
• Complete general administrative tasks, including drafting documents, preparing reports, ordering supplies, and managing records.
• Perform additional duties as assigned by leadership.

Required Qualifications

Preferred Qualifications

Hours & Compensation

Work Environment / Culture

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to talk and hear. The employee is occasionally required to sit, stand, walk, stoop, kneel, crouch or crawl. The employee will occasionally lift upto 25 pounds. Specific vision abilities required by this job include : close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee will be required to travel for a variety of work functions such as meetings, town halls, and community presentations.

Equal Employment Opportunity

CHCDC is an equal opportunity employer. We do not discriminateon the basis of race, color, religion, sex, national origin, age, disability, or genetics. CHCDC complies with all applicable state and local laws governing nondiscrimination in every location in which the organization operates. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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