Strategic Executive Assistant to the President & CEO

Description:

Job Status: Regular Full-Time

Reports to: President & CEO

Schedule: 35+ hours a week

Annual Salary: $60,000 to $65,000

Job Summary

The Urban League of Rochester seeks a dynamic, detail-oriented, and highly professional Strategic Executive Assistant to provide high-level leadership and strategic support to the President & CEO. This pivotal role ensures the efficient operation of the CEO’s office, drives strategic initiatives, and serves as a critical liaison to internal and external stakeholders. The Strategic Executive Assistant acts as a gatekeeper to the CEO, resolving issues that do not require their direct attention, ensuring smooth communication across departments, and driving collaboration to advance the organization’s mission. This role supports executive decision-making, manages key projects, and coordinates communications and operations across leadership and board stakeholders. The position is fluid and adapts to the evolving needs of the organization, with a focus on timely and precise documentation, strong organizational coordination, and effective communication with internal teams, board members, and community partners.

Key Responsibilities

Strategic & Executive Leadership Support

• Act as a trusted advisor and gatekeeper to the President & CEO, managing priorities and resolving issues independently whenever possible.
• Manage the President & CEO’s complex and dynamic calendar, ensuring alignment with organizational priorities and strategic initiatives.
• Provide comprehensive executive support to the President & CEO, including meeting coordination, preparation of briefing materials, and tracking key follow-ups.
• Assist the CEO in advancing strategic initiatives, with a particular emphasis on housing-related projects and other mission-critical priorities.
• Track strategic initiatives, leadership priorities, and action items to ensure timely follow-through and accountability across teams.
• Assess incoming requests, issues, and correspondence directed to the CEO and determine appropriate action, referral, or response.
• Ensure that all documents, reports, and communications originating from the CEO’s office are accurate, well-researched, timely, and professionally presented.
• Oversee the efficient operation of the CEO’s office by establishing and maintaining systems that support organizational effectiveness.
• Maintain and update executive biographies, resumes, and professional materials as needed.

Strategic Planning & Organizational Coordination

• Participate in high-level strategy meetings, contributing insights related to organizational initiatives, operational improvements, and strategic planning efforts.
• Identify opportunities to improve cross-departmental collaboration and support alignment across teams to advance organizational goals.
• Assist with planning and coordination of leadership meetings, including agenda development, documentation of action items, and follow-up tracking.
• Coordinate logistics for internal leadership meetings, retreats, and organizational planning sessions.
• Collaborate with internal departments to support organization-wide initiatives and strategic priorities.

Communication & Stakeholder Engagement

• Serve as a key liaison between the President & CEO, Leadership Team, Board of Directors, and external stakeholders.
• Serve as a relationship manager for the CEO, handling internal and external communication with key stakeholders, partners, and community leaders.
• Draft, edit, and proofread correspondence, reports, presentations, and other written materials on behalf of the CEO.
• Facilitate timely communication with internal and external stakeholders, including staff, community leaders, funders, and constituents.
• Represent the CEO’s office in interactions with partners and stakeholders, ensuring a professional and welcoming experience.

Board of Directors Support

• Coordinate logistics and preparation for Board of Directors meetings, including agendas, meeting materials, and presentations.
• Record and distribute accurate meeting minutes on behalf of the Board Secretary.
• Maintain organized board records and documentation, ensuring accessibility and compliance with governance requirements.
• Track board compliance requirements including documentation, surveys, and board dues.
• Coordinate board committee meetings and support communication between board members and internal staff.

Event Management & Special Projects

• Plan and execute events on behalf of the CEO, including leadership meetings, community forums, board engagements, and special initiatives.
• Coordinate speaking engagements and presentations for the President & CEO, including PowerPoint development and preparation of supporting materials.
• Manage logistics for board gatherings, leadership events, and community engagements.
• Lead and coordinate special projects assigned by the CEO, ensuring alignment with organizational priorities and timelines.

Operations & Administrative Coordination

• Coordinate domestic travel arrangements and prepare itineraries and briefing materials for meetings and speaking engagements.
• Maintain organized electronic and physical records in accordance with organizational policies and document retention best practices.

Requirements:

• Associate’s degree required; Bachelor’s degree preferred in Business Administration, Communications, Public Administration, or a related field.
• 3–5 years of experience supporting senior executives, leadership teams, or nonprofit leadership required.
• Experience working with executive leadership or boards of directors strongly preferred.
• Demonstrated experience coordinating complex schedules, projects, and executive communications.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Familiarity with platforms such as Google Workspace, Salesforce, Mailchimp, Eventbrite, Zoom, or similar systems preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy.
• Strong interpersonal skills and the ability to work effectively across all levels of an organization.
• High level of professionalism and discretion when handling confidential or sensitive information.
• Strong project management and coordination skills.
• Ability to anticipate needs, problem-solve, and take initiative in a fast-paced environment.
• Ability to synthesize information from multiple sources into clear and cohesive communications.
• Self-motivated with the ability to work both independently and collaboratively.
• Creative, solutions-oriented, and committed to supporting the organization’s mission and community impact.