Executive Assistant

Executive Assistant

Executive Assistant

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Job Description

Executive - Full-time

The Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service to our Clients. Maintaining a high level of Client satisfaction is critical to the success of this position. The individual in this role is responsible for providing support to a private family foundation.


Duties & Responsibilities:

Executive Assistance:

  • Complete a broad variety of administrative tasks including scheduling meetings; preparing correspondence, itineraries, and agendas.
  • Work closely and effectively with Foundation leaders and uplines to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Demonstrate professionalism and courtesy in representing the Foundation and uplines through interaction with internal and external colleagues, vendors, and partners.
  • Arrange and participate in Foundation meetings, send confirmations and other items, handle logistical items, and prepare materials and agendas.
  • Prepare meeting packets and process outcomes.
  • Receive and review incoming emails for the Foundation.
  • Review and disburse Foundation mail.
  • Plan, coordinate and ensure schedules are followed and respected; confirm appointments and meetings in advance.
  • Arrange, schedule, and set up conference calls and meetings.
  • Create meeting materials using various software.
  • Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
  • Assist with projects, and follow-through to successful completion.
  • Handle matters efficiently and proactively.


  • Work with other administrative staff to coordinate meetings and projects.
  • Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
  • Exercise sound judgment and an appropriate sense of urgency.
  • Complete other projects as assigned.


  • College degree or coursework required.
  • At least 5-7 years of experience supporting leaders.
  • Passion for and experience within the nonprofit, philanthropy, or foundations sector.
  • Exceptional attention to detail.
  • Proficiency in MS Office products.
  • Strong organizational skills with ability to multi-task and meet commitments.
  • Strong interpersonal skills and the ability to build relationships with internal and external staff, and people outside the organization.
  • Proven track record of providing outstanding customer service with a professional, tactful demeanor.
  • Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects.
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