FLSA Status: Exempt
Reports To: COO (dotted-line to CEO and CDMO)
Supervises: None
Position Summary:
Provides high-level executive and operational support to the CEO, COO, and CDMO with a primary focus on travel, logistics, meeting planning, and end-to-end coordination of all volunteer activities.
Essential Responsibilities:
Executive Support
- Manage complex calendars for the CEO; schedule and prioritize meetings, and engagements. Coordinate all travel (air/ground, lodging), create detailed itineraries, and process related expenses.
- Prepare agendas, briefing materials, decks, and meeting packets; capture and track action items.
- Handle executive correspondence, routing, and follow-up with strict confidentiality.
- Support board/committee logistics, including scheduling, materials, and minutes as needed.
Logistics & Planning
- Plan and execute meeting/event logistics (venue, AV, catering, room sets, vendor coordination).
- Maintain organized systems for files, contacts, and key documents; ensure timely follow-through on tasks.
- Coordinate internal/external site visits, donor tours, and special engagements.
Volunteer Program Coordination
- Serve as the central point of contact for all volunteer activities organization-wide.
- Scope, schedule, and staff volunteer projects with internal teams and external partners.
- Manage volunteer communications, sign-ups, orientations, day-of coordination, safety protocols, and supplies.
- Track participation and outcomes; coordinate recognition and post-event follow-ups; maintain accurate records.
Development & Marketing Support
- Support donor/sponsor meetings and events with scheduling, logistics, materials, and on-site execution.
- Coordinate with Marketing on appeals, event collateral and post-event communications tied to all activities.
Administrative
- Process invoices, reimbursements, and procurement related to executive, event, and volunteer activities.
- Perform other duties as assigned by the CEO, COO, or CDMO.
Minimum Qualifications:
- 4+ years of experience in executive administrative support, operations, or event/volunteer coordination.
- Proven skill in calendar/travel management, logistics, and meeting/event execution.
- Excellent written/verbal communication; strong judgment and discretion.
- Proficiency with Microsoft Office/Google Workspace and calendar/expense tools.
- Ability to work occasional evenings/weekends.
