Senior Executive Assistant

Job Description

Acting as a strategic administrative partner, the Senior EA manages the CEO’s schedule, correspondence, and logistics, enabling the CEO to focus on enterprise-level initiatives, stakeholder engagement, and strategic leadership. The role requires exceptional organization, judgment, and professionalism, with the ability to manage sensitive information, anticipate needs, and coordinate effectively across all levels of the organization.

The Senior EA represents the CEO’s office with integrity, tact, and discretion, fostering strong relationships with internal leaders, the Executive Management Team (EMT), Board members, and external partners.

• Serve as the primary administrative partner to the CEO under the coordination and direction of the Chief of Staff, managing complex calendars, meeting requests, and high-volume communications with precision and confidentiality.
• Anticipate and proactively prepare the CEO for meetings, engagements, and commitments, ensuring all materials, context, and logistics are ready in alignment with Chief of Staff priorities.
• Coordinate travel arrangements, itineraries, and related logistics for the CEO, ensuring a smooth, efficient, and cost‑effective process.
• Prepare, edit, and proofread correspondence, presentations, reports, and executive materials with a high level of accuracy and professionalism.
• Handle expense reconciliation, invoice processing, corporate card reconciliations and vendor management for the Office of the CEO.
• Ensure that the CEO’s time is used strategically by filtering requests, prioritizing demands, and triaging communication in partnership with and under the guidance of the Chief of Staff.
• Maintain strict confidentiality regarding all organizational, executive, and Board‑related matters.
• Reconcile time cards weekly to ensure payroll accuracy.

• Operates under the daily direction of the Administrative Chief of Staff, ensuring alignment of all CEO support activities with executive office priorities.
• Work closely and collaboratively with the Administrative Chief of Staff to align priorities, communication flow, and scheduling around CEO and EMT objectives.
• Coordinate and communicate daily with the Chief of Staff to ensure that meetings, materials, and follow‑up items are aligned with strategic initiatives and key deliverables.
• Support the Chief of Staff by managing the administrative components of projects, meetings, and events, including scheduling, logistics, and documentation.
• Partner with the Chief of Staff to ensure the CEO’s commitments and follow‑ups are tracked and completed in a timely manner.
• Participate in regular briefings with the Chief of Staff to anticipate and prepare for upcoming organizational needs, internal communications, and external engagements.
• Elevate issues, conflicts, or escalations to the Chief of Staff for direction and resolution as needed.

• Manage complex meeting logistics for Board of Directors and Committee meetings under the direction and leadership of the Chief of Staff, including conference room coordination, catering, AV, and preparation.
• Coordinate scheduling, prepare materials, and ensure timely submission of agendas, presentations, and reports.
• Support Board communications and correspondence, maintaining a professional and polished tone in all written and verbal exchanges.
• Manage board‑related logistics including travel, accommodations, and on‑site coordination for meetings or events.

• Serve as a professional representative of the CEO’s office when communicating with internal and external stakeholders, including the Board, EMT, staff, donors, and community partners.
• Build trusted relationships with Executive Assistants supporting other senior leaders to foster coordination and consistency across the executive suite.
• Manage inbound inquiries with professionalism and discretion, exercising judgment to determine appropriate routing, follow‑up, or escalation.
• Draft, edit, and distribute communications and talking points on behalf of the CEO as requested.