Executive Assistant at Disability Management Employer Coalition Inc

FLSA Classification: Exempt
Reports to: Chief Executive Officer
Supports: Vice President of Operations and Executive Leadership, as delegated

The Executive Assistant provides high‑level administrative, coordination, and operational support to the Chief Executive Officer and the Vice President of Operations. This role is responsible for enabling executive effectiveness through proactive calendar management, meeting and committee coordination, communications support, and meticulous follow‑through on executive priorities.

The Executive Assistant serves as a central point of coordination for board, committee, council, and internal leadership activities, ensuring that meetings, materials, logistics, and communications are well organized and consistently executed. While this role works closely with senior leadership and key organizational bodies, it does not own enterprise strategy, project governance, or cross‑functional execution. Its purpose is to support, facilitate, and operationalize leadership priorities.

This position requires strong judgment, discretion, exceptional organizational skills, and comfort working across senior leaders, volunteers, and staff.

• Proactively manage calendars for the CEO and VP of Operations, prioritizing meetings, resolving conflicts, and anticipating scheduling needs.
• Coordinate travel, logistics, and itineraries for the CEO and VP of Operations, including preparation of briefing materials as requested.
• Manage the flow of email, meeting requests, and inbound communications, exercising sound judgment about urgency and importance.

• Coordinate logistics and materials for board meetings, committees, councils, and executive advisory bodies.
• Schedule meetings, prepare agendas and packets, document notes and action items, and ensure timely follow‑up and distribution.
• Serve as a reliable point of contact for board members, committee chairs, and volunteer leaders regarding logistics and coordination.

• Coordinate in‑person and virtual executive and all‑staff meetings, including scheduling, agendas, materials, logistics, and on‑site support as needed.
• Support preparation and follow‑up for leadership meetings such as executive team sessions and operational planning meetings.
• Partner with the VP of Operations on staff meeting coordination, logistics, and communications.

• Draft, format, and distribute executive communications at the direction of the CEO or VP of Operations.
• Prepare leaders for conferences, national meetings, and external engagements, including briefing documents and logistical coordination.
• Maintain organized records, correspondence, and reference materials to support effective decision‑making.

• Utilize DMEC’s technology stack effectively, including Microsoft 365, BoardEffect, Teamwork, Salesforce, and other collaboration tools.
• Maintain a high degree of confidentiality and discretion when handling sensitive and confidential information.
• Work collaboratively across departments to ensure smooth execution of leadership‑driven activities.

• Exceptional organizational, planning, and time management skills.
• Strong written and verbal communication skills suitable for executive, board, and volunteer audiences.
• High level of professionalism, judgment, and discretion.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Comfort operating in a fast‑paced, distributed, executive environment.
• Proficiency with modern productivity and collaboration tools.

• 5–8+ years of experience in an executive assistant, senior administrative, or similar role supporting C‑suite or senior leaders.
• Experience supporting boards, committees, or volunteer governance structures strongly preferred.
• Experience in a nonprofit organization or professional association is a plus.

• Remote position with a quiet home office required.
• Travel may be required to support board meetings, staff meetings, or key events.