Executive Assistant

Overview

• Provide high-level administrative support to the CEO, ensuring seamless operations and effective communication across departments and stakeholders.
• Coordinate and manage the CEO's calendar, appointments, and meetings, optimizing schedules across multiple time zones.
• Prepare and proofread correspondence requiring the CEO's signature, maintaining accuracy and professionalism.
• Organize and facilitate board and committee meetings, including agenda planning and material distribution.
• Act as a liaison between the CEO, board members, and staff, fostering effective collaboration.
• Maintain electronic and physical files for the CEO's office, ensuring confidentiality and accessibility.
• Conduct research on potential board members, donors, and relevant topics to support initiatives.
• Support curatorial efforts by preparing exhibition proposals and committee materials.

Key Responsibilities & Duties

• Manage and coordinate the CEO's travel arrangements, including bookings and detailed itineraries.
• Prepare and submit expense reports in compliance with organizational policies.
• Schedule and organize Trustee events, ensuring smooth execution and alignment with goals.
• Take minutes during board meetings, transcribe, file, and distribute promptly.
• Collaborate with departments to support cross-functional initiatives effectively.
• Ensure adherence to procedural standards during board meetings.
• Provide technical support for presentations and documentation using relevant tools.
• Assist in proofreading and editing documents to ensure clarity and precision.

Job Requirements

• Bachelor of Arts degree required, preferably in a related field.
• Minimum of 5 years of experience in an executive assistant or similar role.
• Proficiency in Microsoft Office Suite, Canva, and other software applications.
• Strong writing and proofreading skills with attention to detail.
• Familiarity with procedural standards and experience managing board meetings.
• Ability to manage complex schedules and coordinate across time zones.
• Excellent organizational and multitasking skills in a dynamic environment.
• Demonstrated ability to handle sensitive information with discretion.