Executive Assistant to the CEO (Min. 3yrs experience required)

Executive Assistant to the CEO

Position Summary

The Executive Assistant to the CEO provides high-level executive, operational, financial, and governance support to the CEO of the Foundation for Community Impact & Health Equity. This role serves as a strategic administrative partner responsible for managing executive operations, supporting organizational systems, coordinating board and partner engagement, assisting with HR and financial administration, and strengthening internal processes and compliance.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced, mission-driven environment. This position requires exceptional discretion, professionalism, operational judgment, and the ability to support executive leadership across administrative, financial, operational, and governance functions.

Location: Hybrid/Remote within South Carolina; periodic in-person meetings, travel, and event support required.

Primary Responsibilities

Executive & Administrative Support

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO.
• Manage and prioritize the CEO’s calendar, meetings, travel, and scheduling logistics.
• Prepare agendas, briefing materials, presentations, reports, and executive correspondence.
• Track meeting action items, deadlines, and follow-up activities to ensure timely completion.
• Draft and compose professional emails, letters, reports, and executive communications.
• Coordinate executive meetings, retreats, trainings, and organizational events.

Operational & Governance Support

• Review, coordinate, and manage contracts, agreements, and vendor documents for executive review and approval, ensuring accuracy, completeness, and compliance with organizational standards.
• Draft, revise, and facilitate execution of Memorandums of Understanding (MOUs), Memorandums of Agreement (MOAs), partnership agreements, and other organizational documents.
• Develop, document, and streamline operational frameworks, administrative systems, and internal procedures to improve organizational efficiency and accountability.
• Draft and maintain operational policies, standard operating procedures, workflow documentation, and organizational templates.
• Support governance activities including board meeting coordination, board communications, retreat planning, preparation of board packets, and maintaining official records and documentation.
• Maintain confidential organizational records, contracts, and executive files in compliance with organizational policies.

Financial & Budget Administration

• Assist with budget tracking, reconciliation, expense reporting, invoice processing, and financial documentation for the executive office and organizational programs.
• Support accounts payable and accounts receivable functions, including invoice tracking, payment coordination, and financial record maintenance.
• Reconcile organizational expenses, credit card statements, and budget reports to ensure accuracy and compliance.
• Maintain financial files, receipts, reimbursement documentation, and grant-related administrative records.
• Collaborate with the CEO and finance consultants to support financial reporting and organizational budgeting processes.
• Utilize QuickBooks for financial tracking, reporting, invoice management, and administrative financial support functions.
• Develop and maintain spreadsheets, reports, and financial tracking systems using Microsoft Excel.

Human Resources & Administrative Operations

• Assist with HR administrative functions including onboarding, personnel file management, interview coordination, employee documentation, and maintaining HR compliance records.
• Support recruitment activities, scheduling interviews, candidate communications, and onboarding logistics for staff and consultants.
• Maintain confidential employee and contractor records while ensuring compliance with organizational policies and procedures.
• Assist with developing and maintaining employee handbooks, HR procedures, and administrative policies.
• Coordinate staff trainings, performance review scheduling, and internal organizational communications.
• Support organizational compliance related to HR documentation, contractor agreements, and administrative reporting requirements.

Strategic Coordination & Organizational Support

• Facilitate communication and coordination between the CEO, staff, board members, funders, community partners, and external stakeholders.
• Support implementation of strategic initiatives, special projects, and organizational priorities.
• Conduct research, compile data, and prepare summaries to support executive decision-making and organizational planning.
• Build and maintain positive working relationships while representing the CEO and organization with professionalism and discretion.
• Anticipate operational needs and proactively identify solutions to improve workflows and executive support functions.
• Other duties as assigned.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Public Health, Nonprofit Management, Human Resources, Accounting, or a related field preferred.
• Minimum of 3–5 years of experience supporting senior executives, preferably in nonprofit, government, healthcare, or community-based organizations.
• Strong experience in executive administration, organizational operations, governance support, HR administration, and financial coordination.
• Proficiency in QuickBooks and advanced proficiency in Microsoft Excel required.
• Experience with budget reconciliation, expense tracking, invoice management, and administrative financial reporting.
• Exceptional organizational, time-management, and project coordination skills with strong attention to detail.
• Excellent written and verbal communication skills with the ability to interact effectively with diverse stakeholders.
• Experience drafting professional correspondence, operational documents, policies, procedures, and partnership agreements.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive personnel and financial information with discretion.
• Self-starter with the ability to work independently, manage competing priorities, and adapt in a high-growth environment.
• Commitment to the Foundation’s mission, values, and community-centered approach.
• Ability to work occasional evenings and weekends as needed.
• Reliable transportation required for in-person meetings and events.

Salary/Benefits:

Salary Range Commensurate with education and experience. Health & Life Insurance, 401K, PTO and professional development benefit options for eligible employees.

Type of Appointment: Full-time.

Time Limited Duration: 12 months with option of extension

Job Close Date: Open Until Filled

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Life insurance
• Professional development assistance

Application Question(s):

• Do you have experience working in the nonprofit sector?
• Do you live in South Carolina?

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 3 years (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Ridgeway, SC 29130