Senior Executive Assistant to the CEO

Senior Executive Assistant to the CEO

To apply, send your resume, cover letter (INCLUDE POSITION NAME), and salary requirements to

HR@cholangiocarcinoma.org. All applicants MUST submit a cover letter, resume, and salary

requirements to be considered.

Location: Virtual

Category: Full-time, salaried

FLSA Status: Exempt

Reports to: Chief Executive Officer

Position Overview

The Senior Executive Assistant to the CEO provides high-level administrative and operational support to the CEO, the Executive Team, and the Board of Directors. This dynamic position requires anticipating

needs, thinking critically, and offering solutions to problems. This role manages critical priorities and

drives administrative excellence. The Senior Executive Assistant to the CEO must be able to work in a

fast-paced environment and be highly proficient in technology.

About Cholangiocarcinoma Foundation

Cholangiocarcinoma Foundation's (CCF) mission is to find a cure and improve the quality of life for

those affected by cholangiocarcinoma (bile duct cancer). Founded in 2006 in Salt Lake City, UT, by a

family who lost a loved one to cholangiocarcinoma, CCF has become a leading global resource in

patient support, education, advocacy, and funding basic, clinical, and translational research. The

organization's core values are patients first, collaboration, innovation, and urgency. The organization is

virtual, with team members in several states.

Primary Responsibilities

The essential duties and responsibilities of this position include, but are not limited to, the

following areas:

CEO Support

• Provide complex calendar management for the CEO, prioritizing requests and troubleshooting

conflicts.

• Handle comprehensive meeting management from scheduling to preparing and distributing all

materials, including presentations, agendas, notes, and minutes.

• Coordinate all travel for the CEO, ensuring detailed itineraries and completion of expense

reports.

• Complete a wide range of administrative tasks to facilitate the CEO's ability to lead the

organization effectively, including assisting with special projects, designing and producing

complex documents, reports, and presentations, collecting and preparing information for

meetings, composing and preparing correspondence, maintaining contact lists, and updating the

database with contact information and meeting results in cooperation with Development.

• Serve as the primary point of contact for internal and external constituencies on all matters

pertaining to the CEO, including those of a highly confidential or critical nature.

• Prioritize and determine the appropriate course of action, referral, or response, exercising

judgment to reflect the CEO's style and organizational policy.

• Keep the CEO informed of upcoming commitments and responsibilities, and follow up as

needed.

• Anticipate the CEO's needs in advance of meetings, conferences, and presentations to

ensure a seamless experience.

• Facilitate effective communication between the CEO and staff, ensuring smooth collaboration

across teams.

• Delegate tasks and projects to appropriate team members on behalf of the CEO, executive team,

and board of directors, and follow up to provide regular updates to the CEO.

• Coordinate the development and creation of high-quality presentations.
• Ensure all presentations are accurate and effectively communicate key messages.
• Participate in and support other activities as needed.
• Leverage data and tools to track follow-up actions from CEO, executive team, and board

meetings, ensuring accountability and transparency.

Board Management and Support

• Schedule and organize board meetings, ensuring all logistical details are handled, including

venue booking, technology setup, and catering arrangements.

• Prepare and distribute meeting agendas, board packets, and any other necessary

documents in advance.

• Serve as the primary point of contact for board members, facilitating clear and timely

communication. Manage and respond to board inquiries, distribute regular updates, and ensure

all board members are informed of key organizational developments.

• Accurately record minutes during board meetings, capturing key discussions, decisions, and

action items. Maintain organized and up-to-date records of board documents, meeting minutes,

and other relevant materials.

• Support the CEO in engaging and nurturing relationships with board members.
• Assist in onboarding new board members and coordinate board member participation in

organizational events and initiatives.

• Oversee the administration and maintenance of the board portal (Onboard), ensuring all

documents, meeting materials, and resources are consistently updated and easily accessible to

board members.

• Provide technical support and training to board members as needed to facilitate effective

use of the portal.

• Serve as the organization’s primary expert on the Board Bylaws, ensuring compliance, providing guidance on governance practices, and advising the CEO and Board Chair on bylaw-related questions or updates. Regularly review and recommend updates to the bylaws to align with organizational growth and best governance practices.
• Attend board meetings both in-person and virtually.

Executive Team Support

• Schedule and organize executive team meetings, retreats, and strategy sessions.
• Ensure all logistical details are handled, including venue booking, technology setup, and

preparation of meeting materials.

• Facilitate clear and timely communication within the executive team. Prepare and distribute

reports, presentations, and other documents. Ensure the team is updated on key organizational

developments and decisions.

• Assist in the planning, execution, and monitoring of executive-led projects.
• Track progress, manage timelines, and ensure all project deliverables are completed

accurately and on time.

Administrative Team Coordination

• Schedule, organize, and facilitate regular meetings for the executive assistant team to ensure

effective collaboration and communication.

o Distribute agendas, document minutes, and follow up on action items to maintain

alignment and accountability within the team.

• Coordinate developing and implementing standardized processes and best practices for all

executive assistants.

o Organize and manage training sessions to ensure consistent performance and skill

enhancement across the team.

• Coordinate with HR on the onboarding process for new executive assistants, ensuring they are

well-oriented and integrated into the team.

• Coordinating the administrative team members to ensure alignment with the organizational

priorities of the CEO, the executive team, and the board of directors' objectives.

Skills and Qualifications

• Proven success in supporting a CEO or senior executive in a mission-driven or nonprofit

organization.

• Excellent written, editing, and oral communication skills.
• Self-starter with the ability to work independently without close oversight and as a team player

who will productively engage with others at varying levels of seniority within and outside of the

Foundation.

• Strong organizational and time management skills with exceptional attention to detail.
• A proactive and professional style; takes the initiative and can manage multiple tasks and

projects simultaneously.

• Strong analytical and problem-solving skills with the ability to assess processes and recommend

improvements.

• Proficient in Microsoft Office; experience with project management and customer management

tools is a plus.

• Proficient in the design and creation of presentations in PowerPoint.
• A high degree of professionalism in dealing with diverse groups of people, including Board

members, senior-level executives, medical and scientific executives, staff, community leaders,

donors, and funded partners.

• Ability to make appropriate, informed decisions regarding priorities and available time.
• Maintain a high level of integrity and discretion in handling confidential information.
• Travel four to six times a year.
• Successful completion of a background check.

Work Environment and Physical Requirements

• This is a fully remote position that requires a dedicated and professional home office

environment with reliable internet access.

• Flexibility to respond to time-sensitive issues during regular business hours, with occasional

after-hours availability for urgent matters or events.

• Ability to manage multiple tasks and priorities in a fast-paced virtual environment.
• Ability to occasionally lift office supplies or packages, typically weighing up to 20 pounds.
• Minimal physical requirements, though occasional travel is required for organizational events or

meetings.

COMPENSATION

Salary Range: $68,000-$73,000

Benefits include: Health insurance (Medical, Dental, Vision), full paid life and disability insurance, PTO,

and 401(k)

LOCATION

The Foundation is a virtual organization. Candidates must reside in the United States and be authorized

to work there. The selected candidate will be required to travel as needed.

To apply, send your resume, cover letter (INCLUDE POSITION NAME), and salary requirements to

HR@cholangiocarcinoma.org. All applicants MUST submit a cover letter, resume, and salary

requirements to be considered.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or

responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. Nothing in this job description alters an employee's at-will status and is meant only as a guide, not a contract of employment.

The Cholangiocarcinoma Foundation's policy provides equal opportunities without regard to race, color, religion, age, gender, sex, national origin, disability, veteran status, or any other characteristic protected

by law.