Reports To: Executive Director & CCO
Location: Durham, NC (hybrid work)
Employment Status: Full-time, Temp to Hire

Position Summary

The executive assistant provides a wide variety of high-level administrative support to the executive director and chief operations officer. Performing under minimal supervision, this role will manage day-to day calendar activities and commitments, travel arrangements, prepare/edit reports and presentations, and prepare expense reports. The executive assistant will be responsible for internal and external meetings.

One objective of this role is to protect the executives’ time and focus by limiting unnecessary interruptions and distractions. As the first point of contact, the executive assistant will field calls and communications on behalf of the executives.

Essential Duties and Responsibilities

  • Manages and maintains executives’ calendar, schedules/confirms appointments, and makes and confirms travel arrangements (flights, lodging, rental cars, etc.).
  • Prepares and edits correspondence, reports, and presentations.
  • Organizes and executes internal and external meetings, including logistics, agendas, activities, minutes, and action items.
  • Handles confidential information with the utmost integrity and discretion.
  • Acts as a first point of contact and liaison between the executives and internal/external stakeholders.
  • Assists with special projects, timelines, deliverables, and action items.
  • May handles complex issues and refers only the most complex issues to higher-level staff.
  • Other duties as assigned by management.

Knowledge, Skills, and Abilities

  • Excellent organizational and prioritization skills as well as attention to detail
  • Ability to thrive in a fast-paced environment with changing priorities
  • Proactive attitude and approach to anticipate executive needs
  • Discretion and confidentiality to sensitive information
  • Skilled in using diplomacy to efficiently manage and safeguard executives’ schedules
  • Pleasant interpersonal skills; able to work well with all levels of staff/management
  • Excellent written and verbal communication
  • Ability to work independently and as a team player
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Experience & Education Required

  • Associate’s degree in Business Administration, English, Communications or similar, or equivalent experience
  • 4-6 years of experience supporting executives/senior management in fast-paced environment
  • Proficient in Microsoft Office Suite especially Outlook, Word and PowerPoint. Productivity tools a plus

Preferred Experience & Education

  • Bachelor’s degree
  • Start-up experience beneficial
  • Background in non-profit, academic consortia, or industry partnerships

Physical Demands / Work Environment

  • Sedentary/stationary position. Must be able to remain in stationary position for prolonged periods (up to 90% of time) with occasional movement around office environment
  • Frequent computer use, including extended screen viewing (at least 90% of time), repetitive keyboard use, and some phone activity
  • Hybrid work model requires work onsite and optional remote work
  • Communication skills: listening, verbal, written, and presentations
  • Occasional travel up to 5% may be required for offsite meetings or conferences