Executive Assistant to the CEO

Covenant House International; Philadelphia (Philadelphia County); On-site; USD 65,000 - 95,000; Full time

Job summary

Covenant House International is seeking an Executive Assistant to the CEO to provide high-level administrative support and project coordination. You will manage the CEO’s calendar, prep meeting materials, and coordinate with the Board of Directors, funders, auditors, and external partners.

The role emphasizes confidentiality, sound judgment, and the ability to adapt to changing priorities while supporting senior leadership in driving commitments and strategic initiatives.

Qualifications

• At least four years of experience as an executive assistant, chief of staff, or similar role supporting senior leaders.
• Experience developing systems to manage commitments, deadlines, and priorities.
• Experience preparing professional correspondence, reports, presentations, or executive summaries.
• Experience preparing or submitting reports, filings, renewals, or other compliance documentation.

Responsibilities

• Manage the CEO’s calendar and protect time for strategic priorities.
• Prepare meetings with agendas, background materials, and talking points.
• Coordinate travel, events, and site visits for the CEO.
• Attend leadership meetings, document decisions, and distribute recaps within one business day.
• Maintain compliant, audit-ready records and coordinate with Board and external stakeholders.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Professional correspondence

Attention to detail

Multitasking

Meeting management

Note-taking

Relationship building

Education

Bachelor’s degree (preferred)

Tools

Microsoft 365

Google Workspace

Project-management platform

Job description

Position OverviewThe Executive Assistant to the CEO provides high-level administrative, coordination, and projectsupport to the Chief Executive Officer. This position helps keep the CEO’s priorities on trackand ensures that commitments made by the senior leadership team are completed.This is a hands-on, high-trust role for someone who is organized, tactful, and comfortablefollowing up persistently and professionally. The Executive Assistant manages the CEO’scalendar and communications, maintains systems for tracking leadership commitments, andsupports coordination with the Board of Directors, Covenant House International, funders,auditors, community partners, and other external stakeholders.The Executive Assistant works closely with the senior leadership team and must exercise soundjudgment, maintain confidentiality, and adjust quickly as organizational priorities change.Responsibilities and Essential DutiesExecutive SupportManage the CEO’s calendar and protect time for strategic priorities.Review and prioritize meeting requests based on the CEO’s schedule and organizational needs.Prepare the CEO for meetings by organizing agendas, background materials, reports, and talking points.Review and organize incoming correspondence, draft routine responses, and track open items through completion.Coordinate the CEO’s travel, events, meetings, and site visits.Anticipate scheduling conflicts, information needs, and upcoming deadlines.Prepare correspondence, presentations, reports, and other documents on behalf of the CEO.Maintain organized and accessible executive records.Senior Leadership Coordination and Follow-ThroughMaintain a current tracker of commitments, assigned owners, deadlines, and outcomes from senior leadership meetings, strategic plan initiatives, and CEO conversations.Prepare meeting agendas in coordination with the CEO and senior leadership team.Attend senior leadership meetings, document decisions and action items, and distribute recaps within one business day.Follow up with senior leaders before established deadlines in a manner that is respectful, firm, and consistent.Notify the CEO early when commitments, projects, or deadlines are at risk.Prepare a brief weekly report showing items that are completed, on track, delayed, or awaiting action.Support the planning and coordination of senior leadership retreats, quarterly all-staff meetings, and other leadership convenings.Develop and maintain templates, recurring schedules, and tracking systems that improve accountability and follow-through.Board and External CoordinationSupport communication between the CEO and Board of Directors.Coordinate board and committee meeting schedules, logistics, meeting materials, and follow-up activities.Assemble and distribute board packets in a timely and organized manner.Track board decisions, requests, and action items through completion.Maintain accurate and organized board records, including minutes, resolutions, committee documents, and required disclosures.Serve as a professional and welcoming point of contact for Covenant House International, funders, government partners, community leaders, and other external stakeholders.Coordinate meetings, document requests, and follow-up activities involving external partners.Compliance SupportMaintain a compliance calendar of recurring organizational deadlines, including licensing and contract renewals, government and funder reports, insurance renewals, audits, and board-required filings.Provide timely reminders to assigned owners before compliance deadlines.Prepare and submit routine reports, filings, and renewals after the responsible senior leader has reviewed and approved the content.Track the completion of required staff and board obligations, including policy acknowledgments, mandatory training, and conflict-of-interest disclosures.Maintain organized, complete, and audit-ready files for board minutes, executive decisions, compliance documents, and supporting records.Notify the CEO and responsible senior leader of overdue or at-risk compliance items.Coordinate document requests and submission timelines involving Covenant House International, auditors, funders, licensing agencies, and government partners.Assist with preparation for audits, monitoring visits, funder reviews, and site inspections.Confidentiality and Special ProjectsProtect sensitive personnel, financial, legal, donor, youth, and organizational information.Exercise discretion when managing confidential communications and records.Conduct research and prepare summaries, reports, presentations, and other materials as requested.Coordinate special projects assigned by the CEO and provide regular progress updates.Adjust priorities and provide support as organizational needs change.Perform other duties as assigned by the CEO.Knowledge and SkillsExcellent organizational and time-management skills.Strong written and verbal communication skills.Ability to draft professional correspondence in the CEO’s voice.Strong attention to detail and commitment to accurate, complete work.Ability to manage multiple priorities, deadlines, and confidential matters.Sound judgment and the ability to determine when an issue should be brought to the CEO’s attention.Ability to follow up with senior leaders and external partners in a respectful, firm, and consistent manner.Strong meeting-management, note-taking, and follow-through skills.Ability to build and maintain effective tracking systems, templates, and recurring workflows.Strong command of Microsoft 365 or Google Workspace.Experience using a project-management or task-tracking system.Ability to build professional working relationships with staff, board members, funders, and community partners.Commitment to CHPA’s mission and respect for the lived experiences of the young people we serve.QualificationsRequiredAt least four years of experience as an executive assistant, chief of staff, senior administrative professional, or in a similar role supporting senior leaders.Demonstrated experience developing systems that help leaders and teams manage commitments, deadlines, and priorities.Experience preparing professional correspondence, reports, presentations, meeting materials, or executive summaries.Experience preparing or submitting reports, filings, renewals, or other compliance documentation.Proven ability to handle sensitive and confidential information with discretion.Strong proficiency with Microsoft 365 or Google Workspace and a project- or task-management platform.Ability to work primarily on-site and attend occasional evening meetings or events.PreferredBachelor’s degree or an equivalent combination of education and relevant experience.Experience working in a nonprofit, human services, or mission-driven organization.Experience supporting a board of directors or board committees.Experience coordinating audits, funder reviews, regulatory submissions, or compliance deadlines.Experience working with senior executives, funders, government partners, and community leaders.Equal Employment OpportunityCovenant House Pennsylvania is an equal opportunity employer. CHPA provides equal employment opportunities without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.