Executive Assistant at Firefly Autism Alliance

Position Summary

The Executive Assistant (EA) serves as a trusted partner to the CEO, ensuring the CEO’s time, energy, and attention are aligned with the organization’s most critical strategic objectives. This role provides high-level administrative and project coordination support while managing sensitive information with discretion. The EA also plays a key role in planning, executing, and documenting strategic initiatives, coordinating board and leadership team meetings, board management, and facilitating cross-functional collaboration to advance the organization’s mission.

Key Responsibilities

Strategic and Executive Support

- Assist the CEO in tracking progress against strategic goals and deliverables.

- Manage and prioritize a dynamic calendar of internal and external meetings.

- Plan and coordinate strategic planning meetings, retreats, and leadership convenings; manage related logistics, documents, and follow-up.

- Prepare presentations, dashboards, briefing documents, and strategic reports.

- Monitor and manage CEO’s priorities, delegating and coordinating with internal leaders as needed.

Board & Governance Support

- Coordinate board and committee meetings, including scheduling, agendas, meeting packets, and minutes.

- Maintain documentation related to governance policies, bylaws, and resolutions.

- Support board member onboarding and communications.

- Manage logistics for board retreats and help prepare strategic updates and reports for board review.

- Serve as the primary liaison between the CEO and the board

Project and Initiative Coordination

- Track timelines, responsibilities, and deliverables for major cross-departmental initiatives.

- Maintain documentation and action plans for strategic initiatives.

- Provide administrative support to collaborative projects with Development, Programs, HR, and Operations teams.

- Ensure timely and effective follow-up from key meetings and initiatives.

Administrative & Operational Support

- Draft and edit correspondence, reports, presentations, and internal communications on behalf of the CEO.

- Maintain accurate filing systems and records (digital and physical) related to strategic work and leadership operations.

- Screen and prioritize communications (email, phone, mail), ensuring appropriate follow-up.

- Coordinate travel and event logistics for the CEO and executive-level meetings.

Communications & Development Support

- Represent the CEO with internal and external stakeholders when appropriate.

- Coordinate CEO’s involvement in donor engagement, stewardship, and community representation.

- Assist with donor communications, thank-you letters, and public messaging as needed.

Required Skills and Qualifications

- 5+ years of experience supporting senior executives, preferably in a nonprofit or mission-driven organization.

- Demonstrated experience managing complex calendars, planning leadership meetings, and preparing high-quality documentation.

- Excellent organizational, time management, and project coordination skills.

- Strong writing, proofreading, and communication skills.

- High emotional intelligence, discretion, and professionalism.

- Strong decision-making ability; comfortable working independently and managing competing priorities.

- Proficiency with Google Workspace and/or Microsoft Office; experience with CRMs or project management tools a plus.

Preferred Qualifications

- Familiarity with nonprofit governance, board relations, and strategic planning processes.

- Understanding of nonprofit development and donor relations practices.

- Experience coordinating strategic initiatives and supporting cross-functional teams.

Work Environment and Culture

The Executive Assistant must be comfortable working in a fast-paced environment where adaptability, proactive thinking, and emotional intelligence are essential. This role is integral to helping the CEO stay focused on mission advancement, and the successful candidate will be a trusted right hand in building an efficient, high-impact leadership office.