Executive Assistant

Overview

• Provide comprehensive 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 and prioritizing commitments.
• Prepare and proofread correspondence and documents, maintaining accuracy and professionalism in all communications.
• Facilitate board and committee meetings, including agenda planning, material preparation, and follow-up actions.
• Act as a liaison between the CEO, board members, and staff, fostering collaboration and efficient communication.
• Maintain organized electronic and physical files for the CEO's office, ensuring confidentiality and accessibility.
• Conduct research on relevant topics, donors, and board members to support organizational initiatives.
• Support curatorial efforts by preparing exhibition proposals and committee materials as needed.

Key Responsibilities & Duties

• Coordinate and manage the CEO's travel arrangements, including bookings, itineraries, and logistical details.
• Prepare and submit expense reports in compliance with organizational policies and procedures.
• Organize and execute Trustee events, ensuring alignment with organizational goals and smooth operations.
• Take minutes during board meetings, transcribing and distributing them promptly and accurately.
• Collaborate with various departments to support cross-functional initiatives and organizational objectives.
• Ensure adherence to procedural standards and protocols during board meetings and related activities.
• Provide technical support for presentations and documentation using relevant tools and software.
• Assist in proofreading and editing documents to ensure clarity, precision, and professionalism.

Job Requirements

• Bachelor of Arts degree required, preferably in a related field such as business or communications.
• Minimum of 5 years of experience in an executive assistant or similar administrative role.
• Proficiency in Microsoft Office Suite, Canva, and other relevant software applications.
• Exceptional writing and proofreading skills with keen attention to detail.
• Experience managing board meetings and familiarity with procedural standards.
• Ability to manage complex schedules and coordinate across multiple time zones effectively.
• Excellent organizational and multitasking skills in a dynamic and fast-paced environment.
• Demonstrated ability to handle sensitive information with discretion and professionalism.