Executive Assistant & Board Liaison to CEO

Hope Haven; Charlotte (NC); On-site; USD 40,000 - 50,000; Full time

Job summary

Hope Haven is seeking an Executive Assistant to provide high-level administrative support to the CEO and act as the primary liaison to the Board of Directors in Charlotte, NC. You will manage calendars, prepare board materials, coordinate travel, and support VP initiatives.

The role requires discretion, professionalism, and strong organizational skills, with experience in nonprofit settings preferred. Associate degree is required, bachelor's preferred, and a valid driver's license is needed.

Qualifications

• Associate's degree required; Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum three (3) years of experience providing administrative support to executive leadership, senior management, or a Board of Directors.
• Experience preparing board materials, agendas, and meeting minutes preferred.
• Proficiency in Microsoft Office and/or Google Workspace, calendar management tools, and virtual meeting platforms.
• Experience coordinating travel arrangements and logistics for executive-level staff preferred.
• Strong written and verbal communication skills, including professional correspondence and proofreading.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• High level of discretion, confidentiality, and professional judgment.
• Experience working in a nonprofit or human services organization preferred.
• Valid driver's license and ability to meet Hope Haven's insurability requirements.

Responsibilities

• Provide direct administrative support to the CEO, including calendar management, correspondence, and scheduling.
• Prepare, proofread, and edit reports, presentations, and other materials on behalf of the CEO.
• Screen and prioritize incoming communications and requests for the CEO's attention.
• Coordinate internal and external meetings, including preparation of agendas and follow-up items.
• Manage confidential and sensitive information with discretion.
• Provide administrative support to the Vice President team as needed, including scheduling and correspondence.
• Assist with the preparation of reports, presentations, and other materials for VP-level initiatives.
• Coordinate logistics for VP team meetings and organizational initiatives.
• Serve as a point of contact for administrative needs across executive leadership.
• Serve as the primary liaison between executive leadership and Hope Haven's Board of Directors.
• Develop, compile, and distribute board meeting materials, agendas, and packets.
• Attend board and committee meetings and prepare accurate, timely meeting minutes.
• Maintain official board records, including bylaws, policies, and meeting documentation.
• Coordinate scheduling and communication for board and committee meetings.
• Support onboarding of new board members and coordination of board-related events.
• Coordinate travel arrangements for the CEO and VP team, including transportation, lodging, and registration for conferences and trainings.
• Prepare detailed travel itineraries and ensure timely communication of travel plans.
• Process travel-related expense reports and reconcile receipts in accordance with organizational policy.
• Coordinate logistics for organizational conferences, trainings, and off-site meetings as needed.
• Draft, edit, and distribute internal and external communications on behalf of executive leadership.
• Maintain organized filing systems for executive and board-related documentation.
• Support special projects and organizational initiatives as assigned by the CEO or VP team.
• Order office supplies and coordinate general administrative needs for the executive office.

Skills

Executive-level admin support

Board governance support

Travel coordination

Calendar & scheduling management

Written & verbal communication

Discretion & confidentiality

Organizational & time management

Problem solving

Project coordination

Attention to detail

Customer service orientation

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Hope Haven is seeking an Executive Assistant to provide high-level administrative support to the CEO and act as the primary liaison to the Board of Directors in Charlotte, NC. You will manage calendars, prepare board materials, coordinate travel, and support VP initiatives.

The role requires discretion, professionalism, and strong organizational skills, with experience in nonprofit settings preferred. Associate degree is required, bachelor's preferred, and a valid driver's license is needed.