Executive Assistant To The Ceo

Job Title: Executive Assistant to the CEO

Location: *Hybrid (80% remote) – Charlotte, NC

Hours: Part Time or Full Time - 32 - 40 hrs. per week

Travel: Minimal 3-4 trips per year for Board meeting support and COPDF event support

Job Summary:

The Executive Assistant to the CEO plays a pivotal role in supporting the Chief Executive Officer (CEO) of the COPD Foundation, a non-profit organization dedicated to improving the lives of individuals affected by Chronic Obstructive Pulmonary Disease (COPD). This position requires exceptional organizational skills, discretion, and a proactive approach to managing administrative tasks. The Executive Assistant serves as a key liaison between the CEO, internal teams, the COPD Foundation Board of Directors, external stakeholders, and the COPD community, contributing to the efficient operation and strategic initiatives of the organization.

This is an interesting, fast-paced, high-energy position that interfaces with each of the organization’s constituent groups, officials from other organizations, and community members.

Key Responsibilities:

The Executive Assistant to the CEO is responsible for providing support to the CEO and for ensuring the smooth operation of her office.

• Proactively supporting the CEO with internal/external commitments in a fast-paced and changing client service environment.

• Manage the CEO's calendar, schedule meetings, and coordinate appointments, ensuring alignment with organizational priorities and commitments.

• Screen and prioritize incoming communications, including emails, phone calls, and inquiries, and provide timely responses or redirection as necessary.

• Anticipate the CEO's needs and proactively provide administrative support to enhance productivity and effectiveness, including managing deadlines and reminders.

• Prepare, edit, and format correspondence, reports, presentations, and other documents on behalf of the CEO, ensuring accuracy and consistency.

• Conduct research, gather data, and compile information to support the CEO in decision-making, strategic planning, and external communications.

• Coordinate travel arrangements, including flights, accommodations, and transportation, for the CEO and other staff members, optimizing cost-effectiveness and convenience.

• Maintain confidentiality and discretion in handling sensitive information, including personnel matters, donor relations, and strategic initiatives.

• Serve as a primary point of contact for internal departments, external partners, donors, and stakeholders seeking interaction with the CEO, ensuring a professional and positive experience.

• Assist in the preparation and organization of board meetings, committee meetings, and other leadership forums, including agenda development, meeting logistics, and documentation.

• Manage special projects and initiatives as assigned by the CEO, collaborating with cross-functional teams to achieve objectives and deliverables.

• Facilitate communication and collaboration across departments and teams, fostering a culture of transparency, accountability, and teamwork.

• Handle expense reporting and reimbursement processes for the CEO, maintaining accurate records and ensuring compliance with organizational policies and procedures.

• Represent the CEO's office with integrity and professionalism, both internally and externally, reflecting the values and mission of the COPD Foundation.

Experience and Qualifications:

• Bachelor's degree preferred; 4-6 years experience as an Executive Assistant or similar role supporting senior executives; experience with a non-profit or healthcare organization is a plus.

• High level of proficiency in Microsoft 365 Office Suite (Teams, Outlook, PowerPoint, Word, Excel, SharePoint), Zoom, Webex, SalesForce, and DropBox.

• Strong organizational skills with the ability to perform and prioritize multiple tasks, manage competing demands, and meet deadlines in a dynamic environment.

• Expert communication skills, both written and verbal, with a high level of attention to detail and professionalism.

• Discretion and confidentiality in handling sensitive information.

• Highly resourceful with the ability to work independently with minimal supervision, but also a team player who can work well collaboratively within a team-oriented environment.

• Superb interpersonal skills and the ability to build relationships with stakeholders, including staff and board members.

• Flexibility and adaptability to changing priorities and circumstances, with a proactive and solution-oriented approach to problem-solving.

• Experience in project management, event coordination, or nonprofit administration is a plus.

• Demonstrated professional, positive, and approachable attitude/demeanor.

• Passion for the mission and vision of the COPD Foundation, with a commitment to advancing respiratory health and patient advocacy.

• Knowledge of COPD or respiratory health issues is desirable but not required.

• CEO is located in Charlotte and would require in-person support/meetings on average 1-day per week

This job description outlines the primary responsibilities and qualifications for the Executive Assistant to the CEO of the COPD Foundation. The successful candidate will play a critical role in supporting the CEO's leadership and advancing the organization's mission to improve the lives of individuals living with COPD.