Contractor Executive Assistant

Primary Responsibilities Include:

• Assist in managing the CEO's calendar, prioritizing inquiries and requests, and resolving conflicts with minimal guidance.
• Handle internal and external communications for the CEO.
• Organize and manage all travel and scheduling logistics for the CEO.
• Prepare, edit, and manage correspondence, presentations, reports, and memos for the CEO.
• Carry out expense reports and time sheets for the CEO.
• Oversee board committee support for scheduling, reminders, agendas, and minutes.
• Serve as the primary contact for the Board of Directors and manage their orientations and meetings.
• Support with recruitment, onboarding, and management of interns.
• Maintain approved templates, company's staff calendar, and send reminders for office-wide events.
• Manage accounts for office supplies and other services.
• Organize meetings and events for various board meetings and other logistics.
• Maintain quality filing and communications systems including contact management, document management, and archiving.
• Manage social media accounts, upload videos, monitor analytics, review comments, and create engaging content.
• Gather and analyze data for social media, website, and newsletter.
• Oversee required training and assist in other administrative tasks as needed.

Requirements

• At least 5 years’ experience supporting C-level executives in a nonprofit organization 
• Proven track record in roles requiring discretion, confidentiality, and high responsiveness.
• Strong interpersonal skills with the ability to take initiative, multi-task, be a team-player, be flexible, adapt to shifting priorities, and prioritize work
• Hands-on experience with complex calendar scheduling and travel logistics, including international travel.
• Experience managing board meetings, preparing agendas, taking minutes, and maintaining documentation.
• Exceptional verbal and written communication skills, with prior experience drafting correspondence and editing reports or presentations.
• Ability to access a wide range of sources and networks for information
• Proficiency in tools like Microsoft Office Suite (Word, Excel, PowerPoint), Google tools (Drive, Sheets, Docs, Slides), collaboration platforms (Zoom, Teams), and project management tools (Asana, Slack).
• Familiarity with social media management tools (e.g., Hootsuite, Canva) and analytics platforms is a plus.
• Prior experience in managing office operations, vendor relations, and compliance-related training is beneficial.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• High emotional intelligence and ability to build relationships across diverse teams.
• Adaptability in fast-paced, high-pressure environments.
• Administrative or related degree is preferred, but not required