Senior Executive Assistant — Board & Finance Ops

Foundation List; St. Louis (MO); Hybrid; USD 50,000 - 85,000; Full time

Job summary

Foundation List is seeking an Executive Assistant to provide high-level executive, administrative, operational, and governance support for the Finance & Administration area under the direct supervision of the CFAO.

The role requires proactive planning, independent judgment, and project management to coordinate priorities, manage assigned projects, and support Board committee operations.

Qualifications

• 2-3 years of relevant experience in executive support, administrative operations, or a related field required; 5-7 years preferred.
• Experience supporting a senior executive preferred.
• Experience coordinating Board or committee operations, including meeting materials, minutes, electronic voting, and approval tracking, preferred.
• Demonstrated discretion handling confidential and complex information with sound judgment.

Responsibilities

• Provide comprehensive executive, administrative, and operational support to the Finance and Administration area, adapting to evolving priorities.
• Coordinate Finance and Investment Committee activities with Board Liaison and staff leads: scheduling, notices, agendas, materials, draft minutes, records, and action tracking.
• Prepare and distribute Board electronic vote communications, track responses/approvals, document results, and follow up on items.
• Coordinate projects, including RFPs and consultant searches, timelines, materials, contributors, submissions, and tracking deliverables.
• Coordinate communications with consultants, investment advisers, auditors, vendors, and external partners as needed.
• Manage the proposal approval process by preparing materials, tracking responses, and status in the data system.
• Support staff in navigating software and organizational administrative processes (travel, purchasing, accounting docs).
• Maintain accurate, timely, and confidential records and communications per Foundation policies.
• Identify and implement improvements to administrative workflows and documentation.
• Participate in organizational initiatives and all staff meetings, retreats, and inclusion events.
• Join Foundation teams and uphold core and staff values.
• Perform other duties as assigned by the CFAO.

Skills

Executive support

Project management

Board coordination

Communication

Discretion/confidentiality

Adaptability

Microsoft 365

Tools

Microsoft 365

Virtual meeting platforms

Board management systems

Job description

Foundation List is seeking an Executive Assistant to provide high-level executive, administrative, operational, and governance support for the Finance & Administration area under the direct supervision of the CFAO.

The role requires proactive planning, independent judgment, and project management to coordinate priorities, manage assigned projects, and support Board committee operations.