Executive Assistant

Palmetto Society; Charleston, Northern (SC, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Charleston Animal Society seeks an accomplished Executive Assistant to support the President and CEO, acting as a high-trust extension of the executive team. This role sits at the center of the executive office, helping the CEO stay prepared, focused, and ahead of critical decisions while ensuring important commitments move forward.

The right candidate will combine exceptional organization with discretion, initiative, and technological fluency, knowing when to act independently and when to seek

Qualifications

• At least seven years of executive or senior administrative support experience.
• Direct support of a CEO or C-suite is strongly preferred.
• Excellent writing, editing, proofreading, and minute-taking skills.
• Experience managing complex calendars and confidential matters.
• Ability to exercise independent judgment and meet competing deadlines.
• Great attention to detail, self-management, and follow-through.
• Diplomacy, tact, empathy, and boundary setting.
• Advanced proficiency with Microsoft 365 and Google Workspace.
• Ability to learn new systems and troubleshoot routine issues.
• Experience supporting nonprofit boards is a plus.

Responsibilities

• Manage a complex, rapidly changing executive calendar and protect the CEO's time.
• Anticipate needs, surface risks, and recommend practical next steps.
• Triage correspondence and requests; delegate or escalate as needed.
• Prepare concise briefings, agendas, and contingencies for meetings and travel.
• Capture decisions and deadlines in minutes and follow through to closure.
• Provide high-level support to the Board and executive leadership.
• Draft executive correspondence, board communications, and reports.
• Liaise with employees, donors, officials, consultants, and partners.
• Coordinate special projects, visits, events, and urgent needs without losing sight of commitments.
• Maintain secure executive-office records and systems.

Skills

Executive support

Calendar management

Discretion

Written communication

Problem solving

Project management

Independent judgment

Diplomacy

Attention to detail

Technology fluency

Education

Associate or Bachelor's degree preferred

Tools

Microsoft 365

Google Workspace

Job description

Charleston Animal Society is seeking an accomplished Executive Assistant to serve as a high-trust extension of our President and CEO.

This role sits at the center of the executive office, helping the CEO stay prepared, focused, and ahead of critical decisions while ensuring important commitments move forward.

The right candidate will combine exceptional organization with discretion, initiative, technological fluency, and constructive assertiveness. You will know when to act independently, when to respectfully press for clarity, and when an issue requires executive, Board, Human Resources, legal, or financial attention.

What You Will Do

Manage a complex, rapidly changing executive calendar and protect the CEO's time based on organizational priorities, preparation needs, travel, confidentiality, and working preferences.

Anticipate needs, identify missing information, surface risks, and recommend practical next steps before issues become urgent.

Triage correspondence, invitations, requests, and emerging issues; resolve, redirect, delegate, defer, decline, or escalates them with sound judgment.

Prepare concise briefings, agendas, itineraries, background materials, talking points, and contingencies for consequential meetings, travel, events, and speaking engagements.

Capture decisions, owners, and deadlines in accurate minutes and action records, then follow through until each matter is closed.

Provide high-level support to the Board of Directors, Board Co-Chairs, committee chairs, and executive leadership, including calendars, notices, materials, logistics, minutes, orientation, recognition, and follow-up.

Draft and polish executive correspondence, Board communications, presentations, reports, acknowledgments, and other materials in the CEO's voice.

Serve as a professional liaison to employees, donors, public officials, consultants, community leaders, and external partners while maintaining relationship context and communication preferences.

Coordinate special projects and high-profile visits, events, announcements, and urgent operational or crisis needs without losing sight of critical commitments.

Maintain secure, accurate executive-office systems and records, including credentials, memberships, expenses, governance materials, designated institutional records, and shared meeting spaces.

Qualifications Needed for Success:

At least seven years of progressively responsible executive, senior administrative, or comparable support experience; direct support of a CEO or C-suite executive is strongly preferred.

An associate or bachelor's degree is preferred; an equivalent combination of relevant education, training, and high-level experience will be considered.

Exceptional writing, editing, proofreading, verbal communication, and minute-taking skills.

A record of managing complex calendars, confidential matters, competing deadlines, senior stakeholders, and work requiring independent judgment.

Excellent attention to detail, self-management, project management, problem-solving, and follow-through.

Diplomacy, tact, empathy, and the confidence to set boundaries, seek clarity, and respectfully challenge when needed.

Advanced proficiency with Microsoft 365 and Google Workspace, plus the ability to learn new systems and troubleshoot routine issues.

The ability to use approved artificial intelligence and automation tools responsibly while protecting confidential and proprietary information.

Experience supporting a nonprofit Board of Directors, Board officers, or committees is preferred; familiarity with Board portals, CRM systems, Zoom, survey, design, project-management, travel, expense, and event platforms is helpful.

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**Pre-employment drug test, background check, and references required**