Executive Assistant Job at Coptic Orphans in Fairfax

Overview

The Executive Assistant (EA) provides high-level administrative and strategic support to the Executive Director (ED), enabling smooth daily operations and organizational efficiency. This role plays a critical function in executive communication, board and governance coordination, and overall administrative operations. The Executive Assistant operates with discretion, professionalism, and a proactive mindset to anticipate and meet executive-level needs.

Essential Functions And Responsibilities

• Executive Support
• Manage and prioritize the ED's calendar, meetings, and travel logistics.
• Draft, edit, and format correspondence, reports, and presentations on behalf of the ED.
• Prepare briefing materials and follow-ups for internal and external meetings.
• Maintain confidentiality and handle sensitive information with discretion.

• Board and Governance Support
• Coordinate logistics for board meetings, including scheduling.
• Prepare, compile, and distribute board packets and minutes in a timely and accurate manner.
• Track board resolutions, terms, and compliance with governance policies.
• Support board committee work, including maintaining rosters, calendars, and communications.

• Administrative Operations
• Maintain organized filing systems, including digital and physical records.
• Assist with special projects and event planning as assigned by the ED.
• Monitor and follow up on key deadlines and deliverables for the ED and leadership team.
• Collaborate with other departments to support organizational priorities.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field.
• Minimum of 5 years of experience providing executive-level administrative support; nonprofit or mission-driven experience is highly desirable.
• Excellent organizational, communication, and interpersonal skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office Suite, Teams, and document management systems.
• Experience supporting governance processes and working with boards is desirable.

Benefits

Coptic Orphans offers a wide range of benefits including comprehensive medical, dental and vision coverage, life insurance, optional Short-term and Long-term Disability coverage, access to onsite fitness, Employee assistance program and paid time off. Employees have the option to participate in a company-sponsored 403(b) retirement plan.