Executive Assistant to the CEO and COO
From $55,000/yr
Position: Executive Assistant to the CEO and COO Department: Administration Pay Rate: $55,000-$60,000 Status: Exempt Last Revised: 01.2026 Definition The Executive Assistant (EA) support the Chief Executive Officer (CEO) and Chief Operating Officer (COO), providing high-level administrative, and project coordination. This role is a central coordination point for executive priorities, Board operations, and cross-functional initiatives. The EA anticipates needs, identifies risks and gaps, and proactively supports execution of executive and organizational priorities. The position requires exceptional judgment, discretion, attention to detail, and the ability to manage multiple complex workflows in a fast-paced, mission-driven environment. The EA works closely with senior leaders, Board Trustees, staff at all levels, donors, elected officials, and community partners. This is a full-time position that handles highly confidential and sensitive information and requires strong organizational, communication, and project coordination skills. Supervision Community volunteers. Duties - Serve as a primary administrative and coordination partner to the CEO and COO, ensuring executive priorities are organized, tracked, and advanced. - Manage complex, high-volume calendars; schedule and coordinate meetings, appointments, travel, and engagements. - Anticipate executive needs, proactively resolve issues, and exercise independent judgment on matters that do not require direct executive involvement. - Act as a liaison between the CEO/COO and internal and external stakeholders, ensuring timely communication and follow-up. - Maintain awareness of organizational issues, risks, and priorities to support informed executive decision-making. - Plan, coordinate, and support Board and committee meetings, including preparation of agendas and materials, capturing minutes and decisions, tracking action items, and maintaining official governance records. - Assist with onboarding and ongoing support of Board Trustees, including preparation of Board binders and orientation materials. - Coordinate special projects and cross-functional initiatives on behalf of the CEO, COO, and Senior Leadership Team. - Develop and manage project timelines, tracking tools, and accountability structures; monitor milestones, identify risks or delays, communicate solutions, and support process improvements to enhance efficiency. - Draft, edit, and prepare executive correspondence, reports, presentations, and meeting materials, ensuring accuracy, clarity, professionalism, and alignment with The Children's Cabinet's voice and style, including synthesis of information for executive use. - Respond to inquiries from external entities with discretion and professionalism, as directed. - Oversee administrative operations including records management, file organization, supplies, and logistics. - Manage expense reporting for the CEO, COO, and other departments, as directed. - Coordinate logistics for onsite and offsite meetings, conferences, hearings, and events, including technology, catering, and facilities support. - Maintain confidential records and ensure compliance with applicable state and federal laws related to data security and privacy. - Assist with fundraising activities, donor correspondence, and external engagement efforts, as needed. - Support executive-level donor and partner interactions with preparation, scheduling, and follow-up. - Perform other related duties and responsibilities as assigned to support executive leadership and organizational effectiveness. Minimum Qualifications Needed: Skills and Knowledge: - Advanced administrative and executive support experience, including supporting senior executives with complex schedules, priorities, and decision-making workflows. - Strong understanding of executive operations, including calendar management, meeting coordination, travel logistics, and executive communications. - Experience supporting Board governance, including meeting planning, agenda and materials preparation, minute-taking, action tracking, and records management. - Project coordination and management skills, including developing timelines, task lists, tracking tools, and accountability structures for cross-functional initiatives. - High level of organizational and systems-thinking skills, with the ability to manage multiple complex workflows simultaneously. - Strong written communication and editing skills, including drafting and proofreading executive correspondence, reports, presentations, and summaries. - Data and information synthesis skills, with the ability to distill complex information into clear, concise materials for executive use. - Proficiency with Microsoft Office and collaboration tools, including Outlook, Word, Excel, PowerPoint, Teams, and shared document systems. - Understanding of confidentiality, privacy, and data security requirements, particularly when handling sensitive personnel, donor, financial, and governance information. - Familiarity with nonprofit or mission-driven organizational environments, including interaction with donors, elected officials, and community partners. Ability to: - Serve as a trusted, proactive partner to executive leadership, anticipating needs, identifying risks or gaps, and supporting effective execution of priorities. - Manage complex, high-volume calendars and competing priorities with accuracy, discretion, and sound judgment. - Exercise independent judgment on matters that do not require executive involvement while escalating issues appropriately. - Communicate clearly, professionally, and diplomatically, both verbally and in writing, with senior leaders, Board Trustees, staff, donors, elected officials, and community partners. - Maintain strict confidentiality and discretion when handling sensitive and highly confidential information. - Coordinate and track multiple projects and initiatives simultaneously, ensuring deadlines, milestones, and follow-through are met. - Identify process inefficiencies and recommend improvements to enhance executive office operations and organizational effectiveness. - Adapt quickly in a fast-paced, evolving environment, maintaining composure and professionalism under pressure. - Build effective working relationships across all levels of the organization, fostering trust, collaboration, and accountability. - Prepare accurate, polished, and executive-ready materials, including presentations, reports, meeting summaries, and correspondence. - Provide logistical and operational support for meetings, events, and engagements, including onsite and offsite coordination. - Represent executive leadership professionally in internal and external interactions. - Work independently while contributing to a team-oriented culture, taking ownership of responsibilities and outcomes. Special Requirements: - Bachelor's degree in nonprofit management, human services, communications, public administration, social sciences, or a related field, or an equivalent combination of education and experience. - Three to five years of experience in executive support, operations, project coordinator, or similar roles in a fast pace environment. - Must be a commissioned Notary Public in the State of Nevada or willing and able to obtain Notary Public certification within six (6) months of hire. - Be able to pass a background check. - Must have a reliable vehicle to get to and from work, events, and errands. - Must possess a valid Nevada Driver's license, proof of insurance for utilizing a personal vehicle for company business, and a clean driving record. - Must be capable of fulfilling all the physical aspects of the job including but not limited to: being able to lift and carry 40 lbs.; able to walk up and down stairs, repetitive keystroking (initiating and responding to e-mails; typing copy, etc.) - Ability to work evenings and weekends. Some travel required; office visits and/or training. Benefits Eligible to receive Cabinet benefits for full-time staff. The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, veteran status, color, religion, national origin, age, handicap, familial status, political affiliation or beliefs. It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and the Children's Cabinet. #Cabinet26 Work Location: In person
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