Executive Assistant to the President & CEO in Nashville, Tennessee at Oasis Center

JOB TITLE: Executive Assistant to the President & CEO

FLSA STATUS: Exempt

PROGRAM AREA: Administration

JOB OBJECTIVE: The Executive Assistant serves as a trusted strategic partner to the President & CEO, providing executive-level administrative, operational, and project management support that enhances executive effectiveness and advances organizational priorities. Acting as an extension of the Office of the President & CEO, this position manages executive operations, coordinates Board governance activities, facilitates communication with internal and external stakeholders, and helps ensure timely execution of strategic initiatives while maintaining the highest standards of professionalism, judgment, discretion, and confidentiality.

Responsibilities:

Executive Leadership Support

• Serve as a trusted thought partner by anticipating needs, identifying potential challenges, and recommending proactive solutions.
• Manage competing priorities and independently resolve routine matters on behalf of the President & CEO.
• Monitor progress on executive priorities and follow up with leadership team members to ensure commitments and deadlines are met.
• Coordinate cross-functional initiatives and special projects on behalf of the President & CEO.
• Prepare executive briefings, presentations, talking points, reports, and meeting materials.
• Conduct research and compile background information to support strategic decision-making.
• Maintain systems for tracking organizational priorities, key decisions, and executive action items.
• Facilitate effective communication and information flow between the President & CEO, Executive Team, Board of Directors, and external stakeholders.
• Represent the Office of the President & CEO with professionalism, diplomacy, and sound judgment.

Board & Governance Support

• Serve as the primary liaison to the Board of Directors and Board committees, coordinating communication, scheduling, and governance activities.
• Coordinate Board and committee meetings, including agendas, materials, logistics, and meeting support.
• Coordinate Board member recruitment, onboarding, orientation, and continuing education activities.
• Maintain the annual Board calendar and committee work plans.
• Support Board elections, governance processes, and compliance with bylaws and governance policies.
• Maintain confidential Board records, governance documents, and official corporate records.
• Track Board action items and ensure timely follow-up between meetings.
• Prepare and distribute Board materials in advance of meetings.
• Monitor attendance and manage RSVPs to ensure quorum requirements are met.

Strategic Operations Support

• Provide administrative and project coordination support for organizational planning activities, leadership retreats, strategic planning sessions, and executive meetings.
• Support the implementation of organizational strategic priorities by tracking milestones, deliverables, action items, and organizational progress.
• Develop and maintain executive dashboards, reports, project trackers, and other tools that support organizational planning and decision-making.
• Coordinate executive-level projects and special initiatives assigned by the President & CEO, collaborating with the COO and other members of the Executive Team as appropriate.
• Identify and recommend opportunities to improve executive office operations, workflow, communication, and organizational efficiency.
• Assist in developing and maintaining systems and processes that strengthen accountability, communication, and execution across the organization.
• Monitor and follow up on executive and Board action items to ensure timely completion and appropriate communication with responsible parties.

Executive Communications

• Draft executive correspondence, speeches, presentations, talking points, reports, and internal communications.
• Review and edit documents to ensure clarity, consistency, professionalism, and alignment with organizational standards.
• Coordinate communications with Board members, executive stakeholders, donors, community partners, and public officials.
• Coordinate executive events, meetings, invitations, and stakeholder engagement activities.

Benefits:?

Medical Plan Options

Employer Paid Vision, Dental, LTD

Employer HSA contribution

12 Paid Holidays

PTO

401K + up to 3% Match

Paid parental Leave

Minimum Qualifications

• Bachelor's degree preferred. An equivalent combination of education and progressively responsible executive support experience will be considered.
• Minimum of five (5) years of progressively responsible experience supporting a senior executive, preferably a CEO, Executive Director, or other C-suite leader.
• Demonstrated proficiency with Microsoft 365, Teams, SharePoint, Canva, Zoom, Board management software, and cloud-based collaboration tools. Ability to quickly learn and leverage emerging technologies, and productivity platforms.
• Exceptional written and verbal communication skills, including experience preparing executive-level correspondence, presentations, reports, and Board materials.
• Strong project management, organizational planning, and time management skills with the ability to successfully manage multiple complex priorities simultaneously.
• Demonstrated ability to exercise exceptional judgment, discretion, diplomacy, and political acumen.
• Executive presence with the ability to interact confidently and professionally with Board members, elected officials, donors, community leaders, partners, and staff.
• Ability to make sound decisions with incomplete information while exercising independent judgment.
• Proven ability to work independently while collaborating effectively across departments.
• Tennessee Notary Public designation or willingness to obtain one within the first year of employment.
• Commitment to maintaining strict confidentiality and handling highly sensitive information with professionalism.
• Demonstrated ability to quickly learn and understand the organization's mission, culture, operations, governance structure, and strategic priorities.
• Strong situational awareness with the ability to anticipate needs and respond proactively.
• Demonstrated commitment to building respectful, caring, and affirming relationships with all youth, including LGBTQ+ youth.
• Valid driver's license and reliable transportation.
• Ability to perform additional duties as assigned.

Preferred Qualifications

• Experience supporting a CEO, Executive Director, or C-suite executive.
• Experience working with nonprofit Boards of Directors.
• Experience supporting governance and corporate compliance activities.
• Experience managing complex executive projects and cross-functional initiatives.
• Experience using project management software and Board management platforms.

Success Profile

• Think strategically while executing tactically.
• Anticipate needs before they arise.
• Exercise exceptional judgment and discretion.
• Build trusted relationships across the organization and with external stakeholders.
• Communicate with professionalism, diplomacy, and confidence.
• Manage multiple priorities with accuracy and attention to detail.
• Increase the effectiveness of the President & CEO through outstanding organization, communication, and execution.
• Demonstrate a commitment to continuous improvement, innovation, and organizational excellence.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands of this position may be reasonably accommodated for individuals with disabilities on a case-by-case basis.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and distance vision.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Oasis Center is an equal opportunity/affirmative action employer and is operated in accordance with a policy which does not permit discrimination because of race, color, sex, age, handicap, national origin, sexual orientation, gender identity, or gender expression

Educational Requirements: Bachelor's degree preferred. Equivalent combination of education and progressively responsible executive support experience will be considered.

Supervisor: President & CEO