Summary

The Executive Assistant is responsible for providing high-level and comprehensive administrative support to the CEO and Board of Directors, serving as a confidential assistant and an excellent collaborator. The Executive Assistant performs a wide variety of daily administrative and executive support-related activities, with minimal or no supervision, to facilitate the CEO’s ability to effectively lead the organization. This includes calendar management and scheduling; board meeting management and governance support; managing logistics for executive meetings, including collecting and preparing information for meetings; project coordination; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements; reconciling credit card statements; and completing expense and mileage reports.

This dynamic position requires the ability to anticipate needs (be proactive), think critically, have a high level of digital efficiency and proficiency, offer solutions to problems with a high level of professionalism and confidentiality, and effectively communicate and interact with diverse staff and other constituents of all levels. In addition, this position must be able to travel as needed and work on an Eastern Standard Time (EST) schedule.

Primary Duties and Responsibilities

Support to the CEO:

Strategic calendar management: Provides efficient calendar management and scheduling of CEO commitments and organizational meetings/events. Requires high-level interaction with internal and external parties. Prioritizes inquiries and requests while troubleshooting conflicts, making judgements and recommendations to ensure smooth day-to-day engagements.
Email management/communications: Strategically manages the CEO’s email communications, developing an inbox structure based on preferences. Acts as coordinator and bridge for smooth communication between the CEO, staff, board members, and external contacts, maintaining credibility, trust, and support with all constituencies.
Daily CEO briefings: Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," staying attuned to environmental issues and keeping the CEO updated. Anticipates needs in advance of meetings, conferences, and events.
Meeting management: Coordinates all executive meetings and retreats. Shadows the CEO in critical meetings, taking notes, tracking, and following up on action items as necessary.
Liaison: Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including highly confidential or critical issues. Prioritizes and determines the appropriate course of action, referral, or response, reflecting the CEO’s style and organizational policies.
Project coordination: Serves as project manager for special projects, including planning, coordinating presentations, compiling and disseminating information, and participating in other organizational initiatives.
Travel/expense management: Coordinates CEO travel. Reconciles the CEO’s credit card statements; assists with managing the executive office budget; processes executive/board-related expense reports.
Acts under delegated authority from the President/CEO.

Support to the Board of Directors:

Liaison/communications: Acts as liaison and provides support to the Board of Directors. Serves as primary contact for Board members and assists them in carrying out their duties. Arranges and coordinates logistics for board and committee meetings: scheduling, drafting agendas, developing and distributing presentation materials, and recording minutes. Ensures compliance with bylaws and manages all board-related communications.
Meeting management: Prepares materials for board meetings, including coordinating dates with the Chair, Committee Chairs, and CEO, issuing notices, setting deadlines, editing documents, and preparing final materials for CEO review. Works with departments to ensure timely distribution. Coordinates ancillary materials such as presentations to meet the CEO’s specifications.
Governance support: Drafts minutes for Board and committee meetings, secures approvals from the Chair and CEO, and prepares them for presentation. Maintains records of minutes, motions, resolutions, corporate documents, and insurance policies. Ensures board directories are up to date and supports board elections, orientations, and governance documentation.

Other Administrative and Executive-Related Support:

Provides administrative support to the CEO, Board of Directors, affiliates, and related committees.
Drafts, proofreads, and edits agendas, itineraries, minutes, memos, and correspondence.
Available to travel for meeting and conference coordination.
Exercises autonomy in performing administrative functions.
Manages highly confidential and sensitive information.
Implements and maintains electronic filing systems and recordkeeping.
Other projects and duties as assigned.

Additional Responsibilities:

Other projects and duties as assigned.

Supervisory Responsibilities:

This position does not have supervisory responsibilities.

Education and Experience:

Minimum of 3 years’ experience as an Executive Assistant or in a similar role directly supporting a CEO and C-Level executives, as well as board of directors.
Experience managing highly confidential information.
Experience managing multiple high-level projects.

Knowledge, Skills, and Abilities:

Strong project management and collaboration skills.
Knowledge of nonprofit structures, organization, and administrative procedures.
Advanced proficiency in Microsoft Office (Outlook, Teams, Excel, PowerPoint) and Adobe Acrobat.
Advanced expertise with Zoom and Teams video conferencing platforms.
Experience with platforms such as Onboard, Salesforce, PN3, Egencia, ADP, and AI project management tools.
Ability to assess priorities and make decisions on appropriate responses and actions.
Strong professional communication skills, internally and externally.
Experience reconciling credit card and expense reports.
Ability to manage highly confidential and sensitive information.

Work Environment, Travel, and Physical Demands:

Remote position based in the Eastern Time Zone.
Full-time role, 35 hours per week, Monday–Friday, with EFA core hours of 10 am–4 pm EST.
Regular use of office equipment in a remote environment.
Must be able to sit for extended periods at a computer, lift and move boxes/equipment as needed, and set up meeting spaces.
Travel up to 25% for meetings and events.
Expected to regularly attend Foundation meetings and trainings.

Salary Range:

$70,000 - $73,000

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Epilepsy Foundation

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Executive Assistant to the CEO