Executive Assistant

Greater Old Saybrook Chamber; Madison (CT); On-site; USD 61,000 - 88,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life & AD&D coverage

Long-term disability

403(b) with employer contributions and

Paid time off

Employee Assistance Program

Wellness program

Job summary

Vista Life Innovations is seeking an Executive Assistant to provide strategic administrative and operational support to the Chief Executive Officer in Madison, CT. You will manage calendars, prepare board materials, and coordinate governance activities with discretion and professionalism.

The role requires strong organizational and writing skills, experience supporting executives, and comfort with Generative AI and Microsoft Office tools.

Qualifications

• Bachelor’s degree preferred in Business Administration, Project Management, Communications, or related field.
• Minimum of 5–7 years of experience supporting a senior executive, preferably in a nonprofit or mission-driven organization.
• Demonstrated experience supporting a Board of Directors strongly preferred.
• Exceptional technological proficiency with MS Office, Outlook, Word, Excel, PowerPoint, Teams/SharePoint, and Generative AI.
• Strong writing and editing skills, with the ability to draft executive-level communications.
• Outstanding organizational and project management skills with attention to detail.

Responsibilities

• Manage the CEO’s calendar, priorities, and scheduling with discretion and strategic awareness.
• Coordinate internal and external meetings, agendas, briefing materials, and follow-ups.
• Serve as a gatekeeper, prioritizing requests and ensuring follow-up.
• Anticipate CEO needs and proactively address issues to maximize efficiency.
• Draft high-level communications, reports, and presentations.
• Interface professionally with board members, leadership, donors, and external partners.
• Coordinate leadership-led events and activities, including logistics and follow-up.
• Act as communications coordinator linking leadership to vendors and stakeholders.
• Coordinate all board/committee meetings, scheduling, logistics, and communications.
• Lead or support special projects and strategic initiatives as assigned.
• Arrange travel and executive-level meeting logistics.

Skills

Strong writing & editing

Organizational & project management

Prioritization & multitasking

Discretion & judgment

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams/SharePoint

Generative AI

Job description

About Vista Life Innovations

For more than 35 years, Vista Life Innovations has supported adults with disabilities in building independent lives, finding meaningful work, and becoming active members of their communities. Our programs are grounded in a person-centered philosophy, meeting each individual where they are and supporting them toward greater independence at every stage of life.

The Role

Vista is seeking an Executive Assistant to provide highly trusted, strategic administrative, and operational support to the Chief Executive Officer. This role serves as a key partner to the CEO by managing priorities, communications, scheduling, and follow-through with professionalism, discretion, and sound judgment.

This position also serves as the primary liaison to the Board of Directors and Board Committees, ensuring seamless coordination of governance activities, preparation of board materials, and support for meetings and follow-up. The ideal candidate is highly organized, resourceful, technologically proficient, and able to anticipate needs in a fast-paced, mission-driven environment.

What You’ll Do

• Manage the CEO’s calendar, priorities, and scheduling with a high level of discretion and strategic awareness.
• Coordinate internal and external meetings, including preparation of agendas, briefing materials, and follow-up items.
• Serve as a gatekeeper, managing incoming requests and ensuring appropriate prioritization and follow-up.
• Anticipate CEO needs and proactively address issues to maximize efficiency.
• Draft high-level communications, reports, and presentations.
• Interface professionally with board members, senior leadership, donors, students/members, and external partners.
• Under the leadership of the CEO, coordinate organizational leadership-led events and activities, including planning, logistics, materials, and follow-up.
• Serve as communications coordinator for executive leadership, linking leadership to external parties such as vendors, community partners, donors, and other stakeholders.
• Coordinate all board and committee meetings, including scheduling, logistics, and communications.
• Lead and/or support special projects and strategic initiatives as assigned by the CEO or VPs.
• Coordinate travel arrangements, event logistics, and executive-level meetings.

What We’re Looking For

• Bachelor’s degree preferred in Business Administration, Project Management, Communications, or related field.
• Minimum of 5–7 years of experience supporting a senior executive, preferably in a nonprofit or mission-driven organization.
• Demonstrated experience supporting a Board of Directors strongly preferred.
• Exceptional technological proficiency, including advanced use of Microsoft Office Suite, Outlook, Word, Excel, PowerPoint, Teams/SharePoint, and Generative AI.
• Strong writing and editing skills, with the ability to draft executive-level communications.
• Outstanding organizational and project management skills with attention to detail.
• Ability to prioritize, multitask, and manage competing demands in a fast-paced environment.

Why Vista

This role offers the opportunity to make a meaningful impact by directly supporting executive leadership and helping ensure strong governance and operational excellence across the organization.

Compensation & Benefits

Vista offers a comprehensive benefits package to eligible employees, including medical, dental, and vision insurance; company-paid life and AD&DD coverage; long-term disability; a 403(b) with employer contributions and match; generous accrued PTO; an Employee Assistance Program; and a wellness incentive program is available.

Salary Range:$61,200 - $88,128 annually. The starting salary for this position will be based on qualifications and experience.

Location: Madison, CT |Status: Full-time, Exempt

Reports to: Chief Executive Officer

Vista Life Innovations is an equal opportunity employer committed to building a team that reflects the diversity of the communities we serve.

Vista and the CT Shoreline: https://www.vistalifeinnovations.org/community/connecticut-shoreline

Please visit our website for more information about Vista Life Innovations and our career opportunities.