The Recruitment Alliance by HRKS · 12 hours ago
Executive Assistant
United States
Full-time
Remote
Senior Level
5+ years expNational Medical Fellowships (NMF) is the nation's premier organization providing scholarships for underrepresented medical students and health professionals. The Executive Assistant (EA) supports the CEO and Executive Team by managing schedules, facilitating communication, and coordinating meetings and events to ensure efficient operations within the organization.
Staffing & Recruiting
Responsibilities
Manage the complex calendar of the CEO, at the direction of the CEO, including preparing the CEO for meetings and events by gathering and sharing information from staff and relevant stakeholders
Initiate, manage, and execute special projects as assigned by the CEO that contribute to the organization’s success
Schedule and co-create agendas for executive meetings, including meetings of the Executive Team, Board of Directors, funders, and strategic partners
Coordinate pre-work and follow-up for meetings and strategic activities, including documenting key decisions, compiling data, identifying action items and accountabilities
Schedule, coordinate, and set up resources and technology needed for meetings and events (e.g., conference rooms, catering, teleconferencing, video conferencing)
Prepare materials for meetings and events, including packets, presentations, and logistical details, and ensure timely distribution to appropriate individuals
Draft minutes for assigned meetings, including sessions with the Board of Directors and key stakeholders
Serve as a resource for the CEO’s direct reports by assisting with scheduling, meeting planning, and facilitating timely follow-up
Facilitate travel planning for the CEO and designated NMF staff and colleagues, including transportation and lodging reservations in a cost-conscious manner and processing reimbursements
Manage and complete the CEO’s financial transactions, including uploading receipts and coding transactions
Provide administrative support to the COO and CFO as needed
Draft communications on behalf of the CEO and Board of Directors, supporting the effective and timely flow of information
Communicate and relay relevant information to key stakeholders at the direction of the CEO
Contribute to the writing, monitoring, and communication of NMF’s strategic plan, including coordination with staff to document progress and impact
Create and maintain an administrative desk manual to ensure continuity of office operations
Maintain and distribute organizational lists as needed (e.g., organizational charts, email distribution lists, vendor contacts, phone lists)
Record, label, file, and maintain records and documents in accordance with records management procedures
Provide mentorship to NMF administrative and program assistants to support staff development and the design of effective administrative systems
Maintain and appropriately handle sensitive and confidential information in accordance with internal policies and procedures
Lead the development and implementation of governance frameworks, board policies, and compliance protocols
Serve as a strategic liaison to the Board of Directors, supporting board engagement, orientation, and committee operations
Act as staff liaison to the Governance Committee of the Board of Directors, coordinating agendas, materials, and follow-up actions
Partner with the CEO, CFO, and executive team to facilitate board evaluations, succession planning, and governance modernization
Qualification
Required
Bachelor's degree required
Five (5) or more years of experience supporting executive-level individuals
Excellent organizational, interpersonal, oral, and written communication skills
High level of attention to detail and strong active listening skills
Demonstrated ability to exercise discretion with sensitive and confidential information
Proven experience managing executive calendars and scheduling
Strong customer service orientation with a commitment to quality and professionalism
Proficiency in website and online applications
Proficiency with Microsoft Word, Excel, PowerPoint, Teams, and SharePoint
Experience using Adobe Acrobat and Zoom
Highly organized, adaptable, creative, and quick learner
Ability to work independently while collaborating effectively with a dynamic team
Strong problem-solving and troubleshooting skills
Ability to multitask and manage competing priorities
Ability to prioritize projects and meet deadlines in a fast-paced environment
Benefits
Paid time off
Medical, dental and vision benefits
LTD
STD
Life Insurance
401K matching plan
Company
The Recruitment Alliance by HRKS
The Recruitment Alliance is a premier talent acquisition solution dedicated to matching qualified talent with business needs in not-for-profit and for-profit businesses across multiple industries.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase