Executive Assistant

Position Overview

The Executive Assistant for Leadership & Governance is a critical administrative partner to the Chief Executive Officer (CEO) and the entire executive team (CFO/COO & CEAO, and other chief officers). This role serves as the primary operational hub for the executive office, ensuring seamless coordination, strategic scheduling, and effective communication across the organization's top leadership. In addition, this position acts as the primary administrative liaison to the Board of Directors, facilitating effective governance.

This role requires the constant exercise of discretion and independent judgment in matters of significance, particularly in handling sensitive and confidential information related to executive strategy and labor relations. The ideal candidate is a highly adaptive and proactive professional who excels at managing the complex needs of multiple executives.

Responsibilities

Executive Leadership Team Support (50%)

• Calendar and Priority Management: Provide comprehensive and proactive calendar management for the CEO, while coordinating across the calendars of the entire senior leadership team to schedule complex, high-priority meetings. Exercise judgment to prioritize demands and ensure the executives' time is allocated strategically.
• Meeting and Project Coordination: Orchestrate and prepare for all senior leadership team meetings, cross-departmental strategy sessions, and other high-level convenings. This includes developing agendas in collaboration with leaders, compiling briefing materials, and tracking action items to ensure project continuity.
• Communications Hub: Serve as a central point of contact for the executive office. Manage and triage communications with a high degree of professionalism, draft correspondence on behalf of the leadership team, and ensure key information is disseminated appropriately.
• Travel and Logistics: Orchestrate complex travel arrangements and detailed itineraries for the CEO and other members of the senior leadership team as required. Prepare and submit timely expense reports
• Confidential Labor Relations Support: Provide confidential administrative support for management's labor relations functions. This includes assisting with the drafting, dissemination, and electronic filing of: (1) responses to Union information requests; (2) grievance responses; (3) documents pertaining to planning for contract negotiations; and (4) documents pertaining to compliance with or implementation of labor contract provision.

Board Governance and Liaison (40%)

• Board and Committee Logistics: Serve as the primary administrative partner to the Board of Directors. Manage all logistics for board meetings, committee meetings, and retreats, including scheduling, agenda development, and coordination with presenters.
• Meeting Materials and Minutes: Develop, compile, and distribute confidential board packets and presentation materials. Attend all board meetings to record, draft, and maintain the official meeting minutes on behalf of the Board Secretary.
• Governance and Compliance: Ensure compliance with all rules and regulations set forth in the organization's bylaws. Maintain and manage critical corporate records, including governance documents, board orientation materials, and board rosters.
• Board Effectiveness Support: Provide direct support to the Governance and Executive committees. This includes facilitating board member onboarding, administering board assessments, and managing special projects that enhance board effectiveness.

Administrative Leadership (10%)

• Design and produce complex documents, reports, and presentations for internal and external audiences that reflect the unified vision of the leadership team.
• Lead and manage special administrative projects that span multiple departments as assigned by the CEO or leadership team.
• Maintain an organized system of confidential records and documents for the executive office and corporate files.
• Other duties as assigned by the executive team

Minimum Qualifications

• A minimum of 5 years of progressive professional experience in a high-level administrative role (e.g., Executive Assistant, Office Manager) requiring significant discretion and confidentiality while directly supporting senior leadership.
• Direct experience supporting a Board of Directors and a strong understanding of board governance principles are required.
• Exceptional ability to exercise discretion, judgment, and maintain the highest level of confidentiality in all matters, including those related to executive strategy and labor relations.
• Superior organizational and project management skills; ability to masterfully manage competing priorities from multiple stakeholders without compromising quality.
• Highly adaptive and resourceful problem-solver with the ability to work independently and anticipate the needs of a busy executive team.
• Outstanding interpersonal and communication skills (written and verbal), with the ability to interact professionally with senior leaders, board members, donors, and staff at all levels.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams).
• Demonstrated ability to interact effectively and appropriately with executive and senior leadership, boards, committees, and staff;
• Highly computer literate with capability in emails and related business and communication tools such as Google Suite, Microsoft Office, Zoom and other conference call setup applications

Preferred Qualifications

• Experience in a nonprofit environment is highly preferred.
• Experience responding to media and public inquiries, including diplomatic handling requests for information releases or press releases;
• An associate degree or its equivalent in business management or a related field, or training in secretarial skills, office management, and/or administrative studies

Attributes

• Must demonstrate behavior that aligns with RAICESmission, vision, and values - Proactive, Inclusion, Empowerment, Compassion, and Excellence.
• Comfortable working in a cross-cultural environment, compassionate toward individuals served, and a basic understanding of immigration and refugee services.
• Sound judgment and sensitivity to highly confidential information.
• Highly organized and able to work collaboratively and autonomously in a fast-moving environment.
• Ability to work collaboratively and creatively while inspiring and motivating others to achieve common goals.
• Physical requirements may include carrying up to 25 lbs., loading and unloading donated items, and standing and carrying items.
• Highest level of professional and ethical conduct.
• Willingness to travel, as needed, for RAICES meetings and events as needed.

RAICES is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law