Remote Executive Assistant

Youth Leadership Institute; Lubbock (TX); Remote; USD 60,000 - 90,000; Full time

Job summary

Youth Leadership Institute is seeking an Executive Assistant to support the CEO and Executive Committee. This role requires a proactive problem solver with exceptional communication, meticulous attention to detail, and the ability to handle confidential information with discretion.

You will manage calendars, coordinate Board meetings, assist with major projects, arrange travel, prepare materials, and serve as a liaison across the organization.

Qualifications

• 5+ years of executive assistant experience supporting C-Level executives.
• Advanced proficiency in Google Suite.
• Excellent written and verbal communication.
• Flexible hours for meetings and projects.
• Ability to maintain confidentiality.

Responsibilities

• Manage CEO calendar, prioritize inquiries, and resolve scheduling conflicts.
• Coordinate Board meetings, prepare materials, and record minutes.
• Support executives on special projects and prepare documents.
• Serve as liaison to internal and external stakeholders.
• Arrange travel and manage expenses.
• Provide event management support and host guests.
• Foster communication between CEO and senior leadership.
• Attend meetings and take notes.
• Support outreach and relationship-building efforts.

Skills

Executive support

Communication

Discretion

Attention to detail

Time management

Team collaboration

Problem solving

Tools

Google Suite

Job description

This role requires remote work from within California; candidates must be able to travel within the state to support CEO and provide event management support.

The Executive Assistant is a key role at yli, responsible for supporting and empowering our senior leadership.

The ideal person for the job will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. They will have previous experience working in an office environment, performing administrative duties, and providing support to management.

The Executive Assistant will provide high-level administrative support to the CEO and other Executive Committee members. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment, and have the ability to maintain confidentiality. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Key Responsibilities

• Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine an appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate CEO’s needs in advance of meetings, conferences, etc
• Coordinate all C-Suite and LT Team meetings and retreats and assist with staff meetings and events as needed.
• Provide a bridge for smooth communication between the CEO and staff in order to maintain credibility, trust, and support with the Executive Team.
• Meeting attendance and note-taking for internal and external meetings
• Complete projects by following up with appropriate staff, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.
• Actively participate in yli committees, meetings and activities, including organizational anti-racism work
• Promote yli’s organizational mission and goals, including articulating the mission and taking opportunities to advance its goals when appropriate
• Participate as a team member in yli-wide events, staff meetings, Leadership Team Meetings and other yli activities
• Represent the organization at community activities to enhance the organization's community profile
• Other projects/duties as assigned for the overall benefit of the organization.
• Other duties as assigned.

Required Education And Experience

• 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
• Advanced Proficiency in Google Suite (gmail, gdrive, gcal)
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.

Required Skills And Qualities

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with staff at all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information while maintaining confidentiality.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box
• Able to work some evenings and weekends
• Able to work in a fast-paced, multi-faceted environment
• Detail-oriented

Physical Requirements

• Frequent travel required, primarily within California
• Occasional lifting of up to 25 lbs., to handle training materials or luggage
• Sitting and typing required several hours per day