Full-Time Executive Assistant to Executive Director

The Executive Associate to the Executive Director is a key member of the senior leadership team, providing high-level administrative, logistical, and strategic support to the Executive Director (ED). This role manages the day-to-day operations of the ED office, Board committee work and development efforts. Additionally, the Executive Associate represents the ED at internal and external events and facilitates seamless communication and coordination across the organization. The role requires travel 3–4 times annually to support events such as annual retreats, The Montessori Event, Board meetings, and other organizational activities.

Key Responsibilities

1. Executive Support
   • Serve as the primary point of contact for the ED's office, managing correspondence, scheduling, and meeting preparation.
   • Draft, review, and edit communications, presentations, and reports for the ED.
   • Coordinate and prioritize the ED’s calendar.
   • Anticipate the ED’s needs and proactively address administrative or logistical challenges.
   • Attention to detail is a must for all correspondence, documentation, and tasks to ensure accuracy and professionalism.
2. Board Support
   • Serve as the liaison between the ED, Board of Directors, and Board committees.
   • Coordinate and organize Board meetings, including scheduling, agenda preparation, minutes, and follow-up.
   • Coordinate event logistics and schedules for ED and other participants at in-person board meeting(s).
   • Ensure timely distribution of meeting materials and maintain accurate records of Board activities.
   • Support the ED in Board relations, including ongoing communication and engagement strategies.
3. Management and Cross-Team Coordination
   • Manage day-to-day operations of the ED office, including monitoring of ED related budgets, expenses, and resource allocation.
   • Collaborate with internal teams to ensure alignment of organizational priorities and initiatives.
   • Support special projects and organizational initiatives as assigned by the ED.
   • Attention to detail is a must in cross-team coordination to ensure all elements of projects and communication are precise and thorough.
   • Coordinate arrangements for a variety of AMS events including staff retreats, staff professional development, team building activities and luncheons.
4. Development and Recognition
   • Assist in planning and implementing development initiatives, including donor stewardship, cultivation, and recognition efforts.
   • Coordinate and support the work of the Development and Recognition Committees, ensuring effective collaboration and alignment with organizational goals.
   • Support the ED in preparing for donor meetings, events, and major fundraising efforts, including the creation of presentations and briefing materials.
   • Maintain accurate records of development activities, donor interactions, and recognition efforts in collaboration with the Development Committee.

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