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The Executive Assistant is responsible for a variety of administrative duties, primarily to support the Executive Director/CEO and leadership team, Board of Trustees and Board Committee members, and overall office suite administration.

Health & Wellness

Employment Type

Job Functions
C-Suite Administration, Board & Board Committee Administration

Essential Job Functions

C-Suite Administration
  • Executive Director/CEO & Leadership team administrative support
  • Maintain Team calendar/contact database (Outlook) and marketing communication system (HubSpot)
  • Master calendar (info@) management
  • Coordinate meeting food/beverages
  • Calendar, RSVP, and manage community engagement events
  • Coordinate and manage staff meetings
  • Special events coordination and management
  • Manage reception area
  • Retrieve and triage mail
  • Maintain accurate folder/file structure within data storage system(s) (Egnyte & Board Effects)
  • Board & Board Committee Administration
  • Schedule and calendar all meetings
  • Coordinate preparation and distribution of meeting materials (agenda, presentations, etc.)
  • Coordinate meeting food/beverages
  • Manage technical logistics of meetings including audio / visual systems
  • Take and process attendance and meeting minutes
  • Coordinate guests
  • Coordinate/manage meeting follow up action items (Asana)
  • Coordinate board and committee special events
  • Maintain accurate folder/file structure within data storage system(s) (Egnyte & Board Effects)
  • Knowledge & Skills Requirements

  • 5+ years of experience in C-Level executive administrative support
  • Mastery level Microsoft Office Suite, typing & Google drive/sheets/docs (demonstrated thru skills test scores)
  • Bachelor’s degree preferred
  • Attributes & Other Characteristics

  • Highly organized, detail-oriented, dependable can-do unflappable self-starter with grit, mastery, polish and excellent overall communication (oral and written) and interpersonal skills
  • Commitment to the Foundation’s vision, values & mission
  • Strong time management and ability to prioritize and consistently meet deadlines with minimal supervision
  • Natural preference and ability to work with others as part of a collaborative team
  • Coachable team player
  • Aptitude for proactively identifying and resourcefully resolving issues
  • Flexible and willing to help make a small office run effectively and smoothly
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