Executive Assistant

Description

The Executive Assistant is a full-time, exempt position within the Office of the CEO, providing comprehensive, strategic support to the President/CEO and the Board of Trustees. Reporting to the Vice President/Chief of Staff, this role ensures the efficient functioning of AAACF’s leadership operations through expert calendar and email management, governance coordination, and high-quality document preparation. Acting as a trusted liaison, the Executive Assistant fosters effective communication across internal teams and external stakeholders, advancing AAACF’s mission and organizational goals.

This position requires exceptional judgment, discretion, and organizational skills to anticipate needs, manage sensitive information, and maintain alignment with AAACF’s strategic priorities. This role will require a highly flexible schedule to accommodate the CEO’s availability and priorities, including irregular hours like evenings, weekends, urgent tasks outside standard business times, and occasional short-notice requests. This is an in-office position, a minimum of five days a week.

Responsibilities include

Optimize CEO Support and Schedule Management

• Manage the President/CEO’s calendar aiming to ensure seamless scheduling and preparation for meetings, conferences, and events
• Prioritize and organize email communications, flagging critical items and ensuring timely responses
• Anticipate needs by preparing agendas, briefing materials, and follow-up documentation for executive engagements
• Coordinate travel arrangements and work with Grants manager to maintain accurate records of memberships and subscriptions

Enhance Board of Trustees Coordination and Support

• Serve as the liaison for the Board of Trustees, ensuring timely preparation of meeting materials and communications
• Maintain board rosters, compliance forms, and orientation resources
• Oversee accessibility and accuracy of governance documents
• Coordinate logistics fo...