Executive Assistant

Description

Under the direct supervision of the Chief Financial & Administrative Officer (CFAO), the Executive Assistant provides high-level executive, administrative, operational, and governance support for the Finance & Administration area. The role requires proactive planning, independent judgment, and project management skills to coordinate evolving priorities, manage assigned projects, and support Board committee operations.

Essential Responsibilities

• •Provide comprehensive executive, administrative, and operational support to the Finance and Administration area, adapting to evolving priorities.
• •Coordinate Finance and Investment Committee activities in partnership with the Board Liaison and staff leads, including scheduling, notices, agendas, meeting materials, draft minutes, records, and action tracking.
• •Prepare and distribute Board electronic vote communications, track responses and approvals, document results, and follow up on outstanding items.
• •Coordinate assigned projects, including request for proposals and consultant searches, by establishing timelines, developing materials with staff, coordinating contributors and submissions, tracking deliverables, and supporting proposal review, selection, contracting, and implementation.
• •Coordinate communications and document requests with consultants, investment advisers, auditors, vendors, and other external partners as needed.
• •Manage the proposal approval process by preparing and distributing materials and communications, tracking responses and approval status in the data system, and following up on outstanding items.
• •Support staff in navigating software and policies and procedures for organizational administrative processes, including travel, purchasing card transactions and accounting documentation.
• •Maintain accurate, timely, and confidential records and communications in accordance with Foundation policies and requirements.
• •Identify and implement improvements to administrative workflows, documentation, and coordination.
• •Participate in organizational initiatives, including but not limited to: staff wellness and engagement events and activities, organizational retreats and all staff meetings, and organizational inclusion events and activities.
• •Participate on Foundation teams, adhere to the Foundation’s core and staff values.
• •Other related duties as assigned by the Chief Financial and Administrative Officer.

Requirements

Essential Education, Experience, and Required Skills

• •2-3 years of relevant experience in executive support, administrative operations, or a related field required; 5-7 years preferred.
• •2 years of experience supporting a senior executive strongly preferred.
• •Experience supporting Board or committee operations, including meeting materials, minutes, electronic voting, and approval tracking, preferred.
• •Experience coordinating projects, managing timelines and deliverables, and ensuring timely follow-through.
• •Demonstrated discretion in handling confidential, sensitive, and complex information, including sound judgment about when to escalate matters or seek consultation.
• •Strong written and verbal communication skills and the ability to work effectively with staff, Board members, and external partners.
• •Ability to independently manage competing priorities, deadlines, and details while maintaining a high level of accuracy.
• •Ability to adapt to ambiguity, changing priorities, and a broad range of assignments as organizational needs evolve.
• •Proficiency with Microsoft 365 and virtual meeting platforms, with the ability to learn and navigate financial, administrative, and Board management systems.

Physical and Work Environment Demands

The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the responsibilities of this position. Reasonable accommodations may be made to enable individuals with a disability to perform the position responsibilities. This position requires the ability to work in a traditional office environment and to use standard office equipment, including a computer. The employee is regularly required to sit, stand, bend, and move about the office. The role may require occasionally lifting or moving items up to 10 pounds.