Executive Assistant, Create Healthy

Job Title: Executive Assistant

Location: In-Person

Exempt Status: Non-Exempt

Position Summary

The Executive Assistant provides high-level administrative support to the Create Healthy President/CEO, Executive Team, and office. This position is responsible for ensuring clear communication, efficient scheduling, seamless event execution, and smooth day-to-day operations.

Please note: This is an in-person position, and we are currently only considering candidates who are available to work onsite. This role is not available for remote work.

Job Responsibilities

• Provide administrative support to the President/CEO and members of the Leadership Team including scheduling, document preparation, and logistical coordination
• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel; proactively anticipate and resolve conflicts
• Keep the CEO advised of time-sensitive issues and priority matters, ensuring appropriate and timely follow-up
• Handle confidential and personnel information with the highest degree of integrity, discretion and professionalism
• Manage and complete special projects and research assignments as directed by the CEO
• Manage incoming calls, emails, and correspondence for the office; screen, prioritize, and route communications appropriately
• Manage event logistics including venue coordination, catering, technology setup, materials preparation, and vendor communication
• Prepare and distribute event invitations, track RSVPs, and manage guest communications
• Provide on-site leadership, oversight and support during events to ensure smooth execution
• Manage office systems and supplies, ensuring spaces are organized and professional
• Maintain organized filing systems for physical and digital records, correspondence, and contracts
• Assist with the coordination and tracking of organizational projects, deadlines, and priorities
• Prepare and process expense reports, invoices, and reimbursements
• Perform other administrative duties and special projects as assigned
• Requires a substantial amount of independent judgment, individual action, and travel

Knowledge, Skills, and Abilities

Must have strong oral and written communication skills. Excellent professional judgment required including problem solving, prioritizing, and decision making. Computer skills, including word processing, are required. Requires minimal supervision, self-disciplined in setting priorities and outcomes, able to organize workload and manage multiple tasks. Must be able to accomplish critical tasks despite obstacles, time pressures, role ambiguity, interruptions, or limited resources. Extensive working knowledge of Microsoft Word, Excel, and PowerPoint. Must be customer-service oriented and able to work effectively in a professional and courteous manner. Advanced people skills to interact, engage, redirect and manage high volume and conflicting employees, vendors, contractors customers, donors, etc, who seek the CEO’s time and attention. Ability to be flexible with hours and to work under pressure.

Required:

• High School Diploma or Associate’s Degree required.
• Minimum of three to five years of experience in an executive administrative or executive assistant role, preferably supporting senior-level leadership
• Experience in a nonprofit, foundation, or mission-driven organization strongly preferred
• Exceptional organizational skills with demonstrated ability to manage competing priorities, meet deadlines, and maintain attention to detail in a fast-paced environment
• Outstanding written and verbal communication skills, including the ability to draft polished professional correspondence
• High degree of discretion, sound judgment, and integrity in handling confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort learning new technologies and platforms
• Ability to work independently, take initiative, and problem-solve with minimal supervision
• Warm, professional interpersonal style with the ability to build strong relationships with diverse stakeholders
• Commitment to the mission and values of Create Healthy