Position Overview

The Executive Assistant to the CEO serves as a trusted strategic partner and institutional steward, providing high-level, confidential support to the Chief Executive Officer while ensuring seamless governance operations and effective oversight of the Associations headquarters facility. This role is central to executive effectiveness, Board engagement, volunteer relations, and organizational continuity.

The Executive Assistant operates with discretion, precision, and initiative, serving as a primary liaison between the CEO, Board of Directors, senior leadership, volunteers, vendors, and external partners. This position requires exceptional judgment, organizational acumen, and the ability to manage complex priorities in a fast-paced, mission-driven environment.

Core Responsibilities

Executive Partnership and Strategic Administrative Leadership

Provides comprehensive, proactive support to the CEO, anticipating needs and ensuring alignment across internal and external priorities. Prepares high-level correspondence, presentations, briefing materials, reports, and executive communications. Manages scheduling, call coordination, meeting logistics, and executive follow-up with precision and confidentiality.

Coordinates internal and external meetings, including in-person, virtual, and hybrid formats. Maintains executive records, updates staff lists, manages contact databases, and oversees executive-related recognition and hospitality arrangements.

Serves as a gatekeeper and facilitator, ensuring that executive time and attention are aligned with strategic priorities.

Board Governance and Leadership Support

Serves as primary administrative liaison to the Board of Directors, supporting governance operations with accuracy and discretion.

Coordinates Board meetings, including scheduling, logistics, and virtual platforms. Gathers, composes, and formats Board updates, meeting agendas, and governance materials for CEO approval and distribution. Drafts Board-related correspondence on behalf of the President and the President-elect as assigned.

Maintains the Board website, online manuals, and governance archives. Coordinates the preparation, framing, and preservation of Board resolutions and official records. Oversees professional archiving and binding of Board minutes in partnership with transcription and bindery vendors.

Supports Board member engagement by coordinating convention materials, sponsorship logistics, business credentials, recognition items, awards, and ceremonial presentations including Past President recognitions and memorial acknowledgments.

Maintains accurate Board and state officer records within the CRM.

Volunteer Relations and Recognition

Serves as the central coordinator for volunteer recognition and life event acknowledgments. Manages communication and logistics for death notices, memorial gestures, anniversaries, and other significant milestones for past and present volunteer leaders.

Coordinates preparation of agendas and materials for Past Presidents and other volunteer leadership groups. Researches and sources meaningful recognition gifts aligned with Association values.

Organizational Meeting Management and Leadership Support

Prepares and distributes agendas and materials for All Staff Meetings, Department Updates, and Senior Leadership Meetings in partnership with the CEO. Ensures accurate documentation, timely distribution, and follow-through on action items.

Provides administrative and coordination support for select committees and cross-functional initiatives. Assists senior leadership team members as needed to ensure organizational continuity.

Proofreads and reviews materials for accuracy, clarity, and professionalism across departments.

Facilities, Building, and Vendor Oversight

Oversees day-to-day coordination of the Associations headquarters building and grounds, ensuring a professional, safe, and well-maintained environment.

Supervises external vendors, including janitorial services, landscaping, snow removal, electrical, plumbing, pest control, paving, equipment maintenance, and other building services. Serves as liaison with tenants as applicable.

Manages office supply inventory, janitorial supplies, furnishings, meeting hospitality needs, and related vendor relationships.

Ensures observance of ceremonial practices, including lowering of the American flag when appropriate.

Operational Excellence and Organizational Culture

Promotes and supports the Associations mission, vision, and values through professional conduct, collaboration, and service orientation. Demonstrates flexibility and innovative thinking while participating in strategic initiatives, leadership teams, and special projects.

Maintains the highest level of confidentiality and professionalism. Embraces cross-functional teamwork and contributes to a culture of accountability, responsiveness, and continuous improvement.

Performs other duties as assigned to support executive and organizational effectiveness.

Qualifications

Associate degree or professional administrative certification preferred. High school diploma or equivalent required. Minimum of two years of administrative experience, preferably supporting executive leadership or governance bodies.

Advanced proficiency in Microsoft Office required. Experience with Zoom, Adobe, CRM systems, and scheduling platforms preferred.

Demonstrated ability to manage multiple priorities, maintain strict confidentiality, and exercise sound judgment. Strong written and verbal communication skills required. Exceptional organizational skills, attention to detail, and follow-through are essential.

Ability to work effectively in a deadline-driven environment with diverse stakeholders. Flexibility in work hours and occasional travel may be required.

Physical Requirements

This role requires extended periods of sitting and computer use. The employee must be able to stand, walk, bend, twist, stoop, reach, kneel, crouch, and lift up to 35 pounds as needed.