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Executive Assistant and Office Manager
The Executive Assistant & Office Manager provides high-level, mission-critical support to the CEO as the primary priority, and to the Chief of Staff (COS) in executing organizational, administrative, and operational responsibilities. This role ensures the effectiveness of executive leadership while maintaining the smooth daily operation of TAP’s office environment.
The ideal candidate is proactive, organized, discreet, highly professional, and committed to supporting the leadership of TAP. Both dimensions of the role—executive support and office operations—are essential to the sustainability of the agency and the well-being of the staff. A strong understanding of TAP’s mission and brand is required.
Position Description
Executive Support (Primary Support to CEO; Supplemental Support to COS)
CEO Support (Primary Priority)
- Manage the CEO’s calendar, schedule all meetings, speaking engagements, travel, and provide daily briefing materials.
- Accompany the CEO to virtual or in-person meetings as needed.
- Draft, proofread, and prepare correspondence, memos, letters, executive documents, and briefing materials.
- Serve as the CEO’s gatekeeper—triage requests, prioritize meeting needs, manage communications, and protect the CEO’s time.
- Track CEO-related deadlines, follow-ups, and deliverables and ensure timely completion.
- Support CEO-related stewardship efforts including thank-you notes, relationship tracking, and donor/partner follow-up.
COS Support (Secondary, Ongoing Support)
- Assist the COS with internal coordination, scheduling, cross-department communications, and administrative needs.
- Support organizational initiatives, strategic projects, and operational improvements led by the COS.
- Help track, document, and streamline workflows and follow-up processes to increase leadership efficiency.
Board Governance Support (CEO & COS)
- Prepare meeting packets, agendas, presentations, and minutes for the Board of Directors and Advisory Board.
- Track, assign, and follow up on action items.
- Maintain Board records, orientation materials, digital filing, and governance documentation.
- Assist the COS with committee scheduling, logistics, communications, and board-leadership development.
Project & Task Management
- Track organizational deadlines, special projects, event preparation, executive initiatives, and interdepartmental tasks.
- Identify scheduling or resource conflicts and offer proactive solutions.
- Maintain systems for tracking work in progress and executive priorities.
Office Management & Administrative Operations
- Oversee day-to-day office operations to ensure a clean, organized, professional, and efficient work environment.
- Maintain office supplies, equipment functionality, inventory, and vendor relationships.
- Coordinate office maintenance, repairs, and facility needs.
- Manage mail, deliveries, phone reception, and general office inboxes.
- Maintain physical and digital filing systems for office operations and executive documents.
- Assist HR with onboarding tasks, scheduling, and basic records support for both staff and volunteers.
- Perform office errands and serve as general administrative support for staff and leadership.
- Ensure adherence to TAP policies, procedures, and safety protocols.
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