Description
The Administrative Assistant to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer of a family foundation. This role is central to ensuring the CEO’s time, priorities, and communications are managed efficiently and with discretion. The ideal candidate is highly organized, detail-oriented, and aligned with the foundation’s mission, values, and commitment to service, stewardship, and impact.
The Administrative Assistant operates with professionalism, confidentiality, and sound judgment while supporting internal operations, governance processes, and external relationships with grantees, partners, and community stakeholders.
Key Responsibilities:
Executive and Administrative Support
* Manage the CEO’s calendar, scheduling meetings, travel, and events with attention to priorities and deadlines
* Serve as a primary point of contact for the CEO, handling communications with board members, staff, grantees, and external partners
* Prepare, edit, and organize correspondence, reports, presentations, and briefing materials
* Monitor and respond to emails and inquiries on behalf of the CEO, as appropriate
* Maintain organized digital and physical files, ensuring easy access to key documents
Board and Governance Support
* Coordinate logistics for board meetings, committee meetings, and retreats
* Assist with the preparation of board materials, agendas, packets, and minutes in collaboration with the CEO and office administrator
* Track action items, deadlines, and follow-ups related to governance and compliance
Operations and Project Coordination
* Support foundation operations by coordinating timelines, tracking priorities, and assisting with special projects
* Assist with grants administration processes, including organizing applications, reports, and correspondence (as applicable)
* Help maintain internal systems, databases, and documentation
* Coordinate with vendors, consultants, and service providers as needed
Communication and Relationship Management
* Support thoughtful communication with family members, board members, and community partners
* Assist with event planning, site visits, convenings, and public engagements
* Uphold the foundation’s values and reputation in all interactions
Confidentiality and Discretion
* Handle sensitive personal, financial, and organizational information with the highest level of confidentiality and professionalism
Requirements
Qualifications
* High School diploma or equivalent
* Exceptional organizational and time-management skills with the ability to manage multiple priorities
* Strong written and verbal communication skills
* High level of professionalism, discretion, and sound judgment
* Proficiency with Microsoft Office, Google Workspace, and/or similar administrative tools
Preferred Qualifications
* Experience in a nonprofit, philanthropic, or family office environment
* Comfort working in a small, mission-driven organization with evolving needs
Personal Attributes
* Mission-aligned, service-oriented, and values-driven
* Proactive, adaptable, and resourceful
* Detail-oriented with a strong sense of follow-through
* Collaborative and relationship-focused
* Calm and effective under pressure
Physical Requirements
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel, such as keyboarding and writing. The employee frequently is required to reach with hands and arms and talk and hear. Must have visual acuity to read and draft reports, memos, letters, etc. Specific vision abilities required by this job include vision adequate for the incumbent to perform the responsibilities and functions of the job efficiently. Must be able to speak and communicate clearly. Must be able to travel occasionally and drive in all weather and road conditions.
The employee will work in a professional office environment.
