Executive Assistant at National… · Columbus

Description

The National Center for Urban Solutions and the African American Male Wellness Agency are seeking a highly organized, polished, proactive, and confidential Executive Assistant to provide direct administrative and operational support to the CEO of the National Center for Urban Solutions and the President of the African American Male Wellness Agency.

This position is responsible for managing executive calendars, coordinating meetings, preparing correspondence, organizing documents, supporting travel logistics, tracking executive priorities, assisting with board and leadership communications, and ensuring both executives are prepared, briefed, and supported in their daily responsibilities.

The Executive Assistant must be able to operate in a fast-paced, mission-driven executive environment with professionalism, urgency, discretion, and strong attention to detail. This role requires someone who can anticipate needs, manage competing priorities, communicate effectively, and serve as a trusted administrative partner to senior leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Calendar & Schedule Management

• Schedule internal and external meetings, calls, briefings, appointments, donor meetings, board meetings, and partner engagements.
• Coordinate calendars across executive leadership, board members, funders, partners, staff, vendors, and external stakeholders.
• Prioritize meeting requests based on urgency, strategic importance, executive availability, and organizational priorities.
• Prepare daily and weekly calendar briefings for both executives.
• Ensure executives have meeting links, agendas, documents, talking points, and preparation materials in advance.
• Proactively identify scheduling conflicts and recommend solutions.
• Maintain strong awareness of executive priorities, deadlines, commitments, and follow-up expectations.

Executive Communication Support

• Draft, proofread, and format emails, letters, memos, meeting requests, acknowledgments, and follow-up communications.
• Assist with correspondence to board members, funders, sponsors, partners, government officials, community leaders, and internal staff.
• Monitor assigned communication channels and flag urgent matters requiring executive attention.
• Track follow-up items from meetings, calls, executive conversations, and strategic priorities.
• Maintain a high standard of professionalism, grammar, tone, and confidentiality in all communications.
• Ensure executive communication is timely, organized, polished, and aligned with organizational priorities.

Meeting Coordination & Preparation

• Schedule and coordinate executive leadership meetings, board meetings, donor meetings, partner meetings, and staff meetings.
• Prepare agendas, meeting packets, presentations, reports, briefing notes, and support documents.
• Record meeting notes, decisions, action items, next steps, owners, and deadlines when requested.
• Distribute meeting follow-ups and ensure assigned tasks are tracked to completion.
• Confirm attendance, meeting logistics, room setup, technology needs, and virtual meeting access.
• Ensure the CEO and President are fully prepared before key meetings and public-facing engagements.

Travel & Logistics Coordination

• Arrange flights, hotels, ground transportation, itineraries, meeting schedules, and travel packets.
• Prepare travel packets with confirmations, agendas, contact information, event details, and briefing materials.
• Coordinate logistics for national events, conferences, donor visits, market travel, and executive meetings.
• Track travel expenses, receipts, reimbursements, and related documentation.
• Communicate travel changes, delays, and updates in real time.
• Support executive presence at national Black Men’s Wellness Day events, partner meetings, board meetings, and organizational convenings.

Administrative & Operational Support

• Maintain organized digital and physical filing systems for executive office documents.
• Track executive tasks, deadlines, deliverables, approvals, signatures, and follow-up items.
• Assist with report preparation, document formatting, presentation development, and internal briefing materials.
• Support invoice processing, expense reporting, purchase requests, and administrative documentation.
• Manage confidential records and sensitive organizational information with maturity and sound judgment.
• Support special projects assigned by the CEO, President, or executive leadership.
• Help maintain executive office systems that improve accountability, communication, and workflow.

Board, Partner & Stakeholder Support

• Assist with board meeting preparation, scheduling, materials, attendance tracking, and follow-up.
• Support correspondence with funders, sponsors, partners, community leaders, elected officials, and board members.
• Maintain contact lists for key stakeholders, donors, sponsors, executives, board members, and strategic partners.
• Assist with thank-you letters, sponsorship acknowledgments, briefing documents, and partner communications.
• Prepare leadership for meetings with corporations, foundations, healthcare systems, government partners, and major community stakeholders.
• Represent the executive office with professionalism, responsiveness, and confidentiality.

Event & Initiative Support

• Assist with executive scheduling and logistics for Black Men’s Wellness Day events, Real Men Real Talk, Uplift Her, and other agency initiatives.
• Coordinate leadership attendance, speaking schedules, run-of-show details, briefing materials, and event logistics.
• Support preparation for sponsor meetings, market visits, committee meetings, and community convenings.
• Track executive-level action items connected to events, initiatives, sponsorships, and partnerships.
• Ensure the CEO and President are fully briefed before major public-facing moments.

Requirements

• Minimum of 3-5 years of experience supporting senior executives, nonprofit leaders, corporate leaders, or executive teams.
• Strong calendar management and scheduling experience.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Strong organizational skills with the ability to manage multiple priorities.
• Ability to work in a fast-paced environment with competing deadlines.
• Proficiency in Microsoft Office Suite, Outlook, Teams, Word, Excel, and PowerPoint.
• Experience preparing documents, agendas, meeting notes, reports, and correspondence.
• Strong attention to detail and follow-through.
• Ability to anticipate needs and solve problems independently.
• Comfortable interacting with executives, board members, funders, partners, and community leaders.

PREFERRED QUALIFICATIONS

• Experience working in a nonprofit, healthcare, workforce development, education, foundation, government, or community-based organization.
• Experience supporting C-suite executives or senior nonprofit leadership.
• Experience coordinating board meetings or executive leadership meetings.
• Experience with CRM systems, project management tools, Microsoft 365, Quickbase, or similar platforms.
• Experience supporting events, conferences, fundraising meetings, sponsorship-related activities, or community engagement efforts.
• Familiarity with public health, wellness, workforce development, urban impact initiatives, or nonprofit administration.
• Ability to manage confidential and sensitive information with maturity and sound judgment.