Position:  Executive Assistant to the CEO

Reports to: Chief Executive Officer

 

Job Summary

 

The Executive Assistant is responsible for providing administrative support and leverage to the CEO in the form of calendar management, scheduling, drafting and sending communications, meeting and event planning, preparation, coordination, execution, and special projects. Additionally, the Executive Assistant coordinates and attends all Thread Executive Team, Board of Director, and All-Staff meetings, takes notes, and sends meeting recaps. The Executive Assistant ensures the CEO’s workflow and schedule is on track and aligned with Thread’s priorities.
 

 

Key Responsibilities

 

 

Administrative Support

 

Support the CEO with email management, focusing on maintenance, tracking, and follow-up 

Help the CEO prioritize and manage the calendar 

Populate CEO calendar, ensuring it is consistently up-to-date, complete, and accurate

Record and disseminate minutes and/or notes in meeting spaces including Thread Executive Team meetings, Board of Director meetings, and All-Staff meetings

Draft external and internal communications for CEO review and publication including emails, meeting notes, and memoranda

Draft, finalize and disseminate Board of Director calendars for both individual committee and full Board meetings

Work collaboratively with the CEO to provide ongoing support with the planning and execution of appreciation notes, gifts, tokens, and events for staff, Board of Directors, and others

Maintains strict confidence with sensitive information

Prepare and edit correspondence, presentations, and reports for the CEO

Conduct research and compile data as directed by the CEO

Track and manage expense reports and invoices

Assist in special projects and initiatives as assigned by the CEO

 

Administrative Coordination

 

Support with the agenda creation and dissemination and follow-up for the Thread Executive Team, Board of Director, and All-Staff meetings

Prepare CEO for meetings, in partnership with other key staff and members of the Board of Directors

Development Support

Collaborate with development team members to provide accurate data, draft narratives and other support as needed

Support in ensuring that all grant proposals are submitted accurately and on time, adhering to each funder's guidelines and requirements

Coordinate with finance, human resources and program staff to gather necessary information for proposals and ensure alignment of budgetary needs with program goals

Provide additional writing support for the development team as needed

 

Special Projects

 

Management of special projects delegated by the CEO

Draft, write, and send handwritten notes and gifts