Executive Administrator to the CEO

The Executive Administrator to the CEO provides high-level administrative, organizational, and operational support to the CEO, helping ensure executive priorities, meetings, communications, and follow-up activities are managed effectively.

This volunteer role serves as a trusted administrative partner to the CEO and works across departments to coordinate schedules, organize information, support meetings, track commitments, and maintain strong communication and follow-through. The ideal candidate is highly organized, proactive, resourceful, discreet, and comfortable working in a fast-moving organization where priorities may evolve quickly.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the CEO.
• Manage the CEO’s calendar, scheduling, meeting requests, and competing priorities.
• Coordinate internal and external meetings, including leadership, partner, stakeholder, and Board-related meetings.
• Prepare agendas, briefing materials, meeting documents, presentations, and other executive materials.
• Track action items, commitments, decisions, and follow-up activities resulting from CEO meetings.
• Anticipate scheduling conflicts, administrative needs, and upcoming deadlines.

Meeting & Communication Coordination

• Coordinate meeting logistics and ensure participants have appropriate materials in advance.
• Capture meeting notes, decisions, action items, owners, and deadlines as needed.
• Draft, proofread, format, and coordinate executive correspondence and communications.
• Support the CEO in maintaining timely follow-up with internal and external stakeholders.
• Help organize information requiring CEO review, response, approval, or decision.

Executive Office Organization

• Maintain organized executive files, records, documents, and confidential information.
• Establish and maintain systems for tracking CEO priorities, meetings, requests, and follow-ups.
• Monitor deadlines and ensure important commitments do not fall through the cracks.
• Support document management, reports, presentations, spreadsheets, and special administrative projects.
• Assist with executive travel, events, or other logistics when required.

Cross-Functional Coordination

• Serve as a coordination point between the CEO and members of the leadership team.
• Help route requests and information to the appropriate departments or leaders.
• Follow up with stakeholders regarding outstanding information, deliverables, or decisions.
• Partner with the Chief of Staff, People, Operations, Finance, and other teams as appropriate.

Confidentiality & Professional Judgment

• Handle confidential and sensitive organizational, personnel, financial, and strategic information with discretion.
• Exercise sound judgment when managing executive communications and priorities.
• Represent the CEO’s office professionally with internal and external stakeholders.

Qualifications

• 3+ years of executive administrative, executive assistant, administrative operations, or similar experience.
• Experience supporting a senior executive, founder, CEO, or leadership team strongly preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines with limited supervision.
• Excellent attention to detail and follow-through.
• Strong judgment, professionalism, discretion, and confidentiality.
• Ability to communicate effectively with executives, employees, volunteers, Board members, partners, and external stakeholders.
• Strong proficiency with Google Workspace or similar productivity tools.
• Experience with Slack, project management platforms, scheduling tools, and virtual collaboration environments is helpful.

What Success Looks Like

Success in this role means the CEO is well organized, appropriately prepared, and able to focus more of their time on the organization’s highest priorities. Meetings are coordinated effectively, information is easy to locate, commitments are tracked, communications receive appropriate follow-up, and administrative matters are handled proactively and professionally.