Executive Assistant to CEO

Organization Overview

The organization is a mission-driven nonprofit dedicated to advancing research, improving treatment options, and advocating for individuals and families affected by serious health conditions. Through collaboration with researchers, clinicians, policymakers, and advocates, the organization works to drive meaningful progress, increase funding, support innovation, and deliver timely information and resources to the community it serves.

Position Summary

The Executive Assistant provides high-level administrative and strategic support to the President & Chief Executive Officer, serving as a trusted partner in managing executive priorities and internal and external relationships. This role requires advanced calendar management, proactive communication, and seamless coordination of meetings, projects, and executive initiatives.

The ideal candidate is highly organized, exercises sound judgment and demonstrates professionalism and discretion in all interactions. Strong written and verbal communication skills, attention to detail, and the ability to manage multiple priorities efficiently are essential.

Essential Duties and Responsibilities

This position may not include all duties listed below, and responsibilities may evolve based on organizational needs.

• Handles assignments involving sensitive and confidential information with discretion, judgment, tact, and diplomacy
• Coordinates special projects, including planning and managing multiple presentations, information dissemination, and organization-wide initiatives
• Serves as project manager for internal planning or cross-functional working groups
• Synthesizes complex information into clear, professional presentations and briefing materials
• Works closely with the CEO to ensure awareness of upcoming commitments and priorities, providing timely follow-up as needed
• Manages and protects the CEO’s schedule, serving as a gatekeeper to support effective communication and time management
• Develops agendas for recurring executive leadership and all-staff meetings, gathering input from participants and compiling presentation materials
• Supports executive outreach activities by coordinating logistics and following up with internal and external stakeholders to maintain relationships
• Maintains accurate records and updates internal systems related to key advisors, partners, or collaborators
• Arranges executive travel when requested and manages meeting logistics and expense reporting
• Prepares briefing documents and background materials in advance of meetings and travel, collaborating with development and program staff as needed
• Plans and coordinates virtual and in-person meetings, including agendas, materials, logistics, and space reservations
• Attends meetings to capture notes, compile minutes, and track follow-up actions
• Manages routine administrative functions for the CEO, including expense reimbursements
• Responds professionally to incoming phone calls and general inquiries
• Performs other duties as assigned

Education & Experience

• Bachelor’s degree or equivalent professional experience required
• 3–5 years of experience supporting senior executives in an administrative or executive assistant capacity
• Experience in nonprofit, healthcare, life sciences, or related mission-driven environments preferred

Required Skills, Knowledge, & Abilities

• Strong project management skills, including the ability to build, track, and communicate project plans and status updates
• Proficiency with task and project management tools (or comparable platforms)
• Ability to work independently and proactively across multiple priorities
• Forward-thinking problem solver with a collaborative, team-oriented approach
• Excellent follow-up and follow-through skills
• Strong written and verbal communication, organizational, presentation-building, and customer service skills
• Proficiency with common office technology platforms, including presentation, document, spreadsheet, and collaboration tools; ability to learn new systems quickly
• Demonstrated professionalism and sound judgment in a variety of situations
• Ability to work diplomatically with executive leadership, staff, and external stakeholders while maintaining confidentiality
• Exceptional attention to detail and commitment to high-quality, timely work
• Positive, can-do attitude and genuine interest in mission-driven work

• 4 Weeks Vacation
• 401K with 3% Match
• 10 Sick Days
• 2 Personal Days
• 11-12 Holidays
• Health Insurance