Executive Assistant and Internal Communications Assistant

Summary of PositionThe Executive & Internal Communications Assistant is responsible for providing comprehensive support to the executive leadership group (ELG), the board of trustees and our governance network. This role ensures effective communication, coordination, and logistical support for board meetings, events, and other executive functions. Additionally, this position manages facilities and equipment, provides operational and administrative support, and contributes to website management, communications, event planning, and overall office management. The position reports to the Chief Financial and Enterprise Officer and supports work across the organization and its related entities and enterprises.Position ResponsibilitiesBoard and Governance Network Engagement & OutreachServe as an Assistant Board Secretary, manage scheduling, prepare and distribute agendas and supporting documents, take and transcribe meeting minutes, and provide logistical support for board meetings.Draft, secure signatures for, and distribute board resolutions, administer Conflict of Interest forms, and ensure compliance with organizational policies.Maintain timely communication with board members regarding meetings and documents and keep the board member directory updated.Organize and maintain corporate files for the company and all related entities.Manage the communications to the governance network.Executive Administration/CEO and ELG Level SupportMaintain and manage office shared calendars to ensure seamless coordination across the executive leadership group (ELG) and program directors.Research and prepare materials for the CEO and ELG including reports, presentations, and/or other documents.Provide high-level administrative support to the CEO and ELG, including handling correspondence, managing communications, and coordinating logistics.Handle confidential and sensitive information with discretion and professionalism.Website and CommunicationsManage the website interface, contractors, service providers, and domains across the organization and related organizations.Create key messages and communications materials to support program initiatives and organizational goals.Update website content, manage social media engagement, and ensure content accuracy and brand alignment.Collaborate with internal teams to gather and publish relevant content for the website and social media platforms.Assist in creating and disseminating marketing materials, including brochures, reports, and presentations.Plan, coordinate, and execute high-level events.Facilities/EquipmentManage office subleases and relationships with partners, and act as the primary point of contact for building management to address facility-related issues and requests.Issue and track building access for staff and interns and maintain visitor logs and badges for accurate records.Serve as the Fire and Safety Monitor, ensuring compliance with safety regulations.GeneralOther duties as assigned.Personnel ManagementThis position does not have any direct reports.RequirementsEducation and ExperienceBachelor’s or associate degree in office administration, communications, or a related field, or equivalent experience.Proven experience in executive administration or providing high-level support to senior executives.Experience in a corporate or nonprofit environment supporting senior executives.Technical CompetenciesProficiency in using office software, including word processing, spreadsheets, presentation tools, and calendar management systems.Strong written communication and editing skills.Experience with board management software and tools is a plus.Behavioral Competencies:Strong communication skills.Strong organizational and time management skills.Attention to detail and accuracy in documentation.Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.High level of professionalism and discretion in handling confidential information.

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