Executive Assistant

This role provides high-level administrative, operational, and governance support to the VP of Administration, CEO, Leadership Team, and Board of Directors. The position manages complex calendars and communications, coordinates organization-wide meetings and materials, ensures smooth office operations, and serves as the primary point of contact for front-office reception. This role contributes directly to leadership effectiveness, organizational efficiency, and a positive, professional environment that reflects CCRF’s mission and values.

*This is a hybrid role that does require coming into the office 2 days a week.*

Responsibilities:

Executive & Leadership Support

  • Provide proactive administrative and project support to the CEO, VP of Administration, and Leadership Team.
  • Manage complex calendars, coordinate meetings, and anticipate scheduling needs and priorities.
  • Prepare, proof, and finalize correspondence, presentations, reports, and meeting materials.
  • Coordinate leadership and organization-wide meetings, including agendas, logistics, catering, and technology.
  • Process expense reports, reconcile corporate credit cards, and manage invoice submissions.
  • Arrange travel and lodging for leadership, Board members, and other stakeholders.
  • Develop and coordinate All Staff meeting materials and communication.

Board & Governance Support

  • Coordinate all aspects of Board and committee meetings: scheduling, agendas, materials, and minutes.
  • Attend Board, Leadership, and Governance committee meetings; take minutes and track action items.
  • Track Board member terms, committee assignments, and annual compliance documentation.
  • Support Governance Committee activities, annual Board evaluations, and other Board-related projects.
  • Maintain official corporate and governance records per CCRF policy.
  • Ensure effective communication between the CEO, Board of Directors and internal stakeholders.
  • Assist with collection of annual Board policy forms, including forms from the Research Advisory Committee.

Front Office Reception Responsibilities

  • Provides reception coverage and ensures a safe, professional, and welcoming environment.
  • Greet donors, guests, and other visitors as needed.
  • Receive, sort, scan, file, and notify staff as necessary of incoming mail and packages.
  • Serve as backup for incoming calls and monitor/respond to inquiries in the CCRF general email inbox.

Office Administration & Operations

  • Coordinates overall office administration and daily operational activities
  • Serve as the primary contact with office vendors, including telecom, office machines, supplies, housekeeping, access/security monitoring, and storage.
  • Manage purchasing, inventory, and maintenance of office supplies, furniture, and equipment.
  • Review vendor invoices for accuracy and ensure timely payment.
  • Recommend and maintain office operations policies and procedures.
  • Oversee general office upkeep, including light housekeeping responsibilities.

Qualifications

  • 7+ years of experience as executive assistant, office manager, or high level office administrator role
  • High School Degree
  • Skilled in Microsoft Office Suite
  • Exceptional organization, attention to detail, and time-management skills.
  • Strong interpersonal and communication skills; ability to engage effectively with executives, staff, donors, and Board members.
  • Professional presence and discretion when handling sensitive or confidential information.
  • Commitment to CCRF’s values of authenticity, curiosity, collaboration, impact, integrity, and optimism.

Preferred Qualifications:

  • 10+ years of experience in program coordination
  • Bachelor's Degree
  • Experience working in the nonprofit industry

Pay

  • $76K - $85K DOE
  • This role is non-exempt (you will be paid overtime for any work over 40 hours in a week)
  • This position is full-time, M-F, and will require 2 days in the office

Physical Demands

  • Sitting/Standing for long periods of time
  • Minimal lifting or bending

Benefits:

  • Medical, Dental, HSA, FSA, DCRA, Group Life, AD&D, LTD, STD
  • 403(B) with 4% match
  • Merit/Bonuses
  • Work/Life EAP
  • Remote/Flexible Work
  • Floating Holidays (8), Fixed holidays (4)
  • Employee Referral Program
  • Vacation, Illness, Personal Time (VIP) 20 days
  • Inclusive employee policies
  • $150 Home Office Set-Up Stipend

To Apply:
To apply for this position, submit an application here.