Administrative Assistant to the Chief Executive Officer (Hourly)

Position Summary 

The Administrative Assistant to the CEO provides high-level administrative, organizational, and logistical support to the Chief Executive Officer. This position plays a critical role in ensuring the CEO’s office operates efficiently, professionally, and with attention to detail. The ideal candidate is highly organized, discreet, proactive, and able to manage multiple priorities in a fast-paced, mission-driven environment. 

This role requires strong communication skills, sound judgment, and the ability to handle confidential information with professionalism and integrity. 

Key Responsibilities 

Executive Support 

• Manage and coordinate the CEO’s calendar, meetings, and appointments 

• Prepare meeting agendas, briefing materials, and supporting documents 

• Track action items and follow up on assigned tasks and deadlines 

• Serve as a point of contact between the CEO and internal staff, board members, and external stakeholders 

Administrative & Office Support 

• Draft, proofread, and format correspondence, reports, presentations, and emails 

• Maintain organized digital and physical filing systems 

• Process expense reports, invoices, and reimbursement requests as assigned 

• Assist with travel planning and logistics when needed 

Board & Leadership Support 

• Assist with scheduling and preparation for board meetings and executive leadership meetings 

• Help compile board packets, agendas, and meeting materials 

• Maintain professionalism and confidentiality in all board-related matters 

• Keep minutes during board meetings 

Communication & Coordination 

• Answer and direct phone calls and inquiries professionally 

• Coordinate meetings, conference calls, and Zoom/Teams sessions 

• Support cross-departmental coordination as directed by the CEO 

Confidentiality & Professionalism 

• Handle sensitive and confidential information with discretion 

• Represent the CEO’s office with a high level of professionalism and courtesy 

Qualifications 

• High school diploma or equivalent 

• 2+ years of administrative or executive support experience 

• Strong organizational and time-management skills 

• Excellent written and verbal communication skills 

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace 

• Ability to manage competing priorities and meet deadlines 

• High level of discretion and professionalism 

Preferred 

• Experience supporting senior executives or leadership teams 

• Experience in a nonprofit or mission-driven organization 

• Familiarity with board operations and meeting support 

• Strong attention to detail and problem-solving skills 

Core Competencies 

• Professional judgment and discretion 

• Organization and attention to detail 

• Clear and effective communication 

• Adaptability and flexibility 

• Collaborative and service-oriented mindset 

Work Environment & Schedule 

• Hourly position with a regular schedule; occasional evening or early morning availability may be required for meetings or events 

• Primarily office-based with occasional off-site meetings or events 

Physical Requirements 

• Ability to sit for extended periods 

• Ability to lift up to 25 pounds occasionally 

• Ability to operate standard office equipment 

Equal Opportunity Statement 

We are an equal opportunity employer and are committed to creating an inclusive and welcoming workplace. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status.