Job Description

Executive/Administrative Assistant to the CEO

Reports To: Chief Executive Officer

About the Organization

First Responders Children’s Foundation is a national nonprofit dedicated to supporting the children and families of first responders through scholarships, mental health programs, emergency assistance, and community engagement. With nearly 25 years of impact, the Foundation partners with law enforcement, fire departments, emergency medical personnel, and community leaders—as well as corporate, philanthropic, and government partners—to strengthen those who serve on the front lines.

Position Summary

The Executive Assistant (EA) to the CEO plays a pivotal role in ensuring the effectiveness of the Foundation’s top executive. This high-trust position provides administrative, operational, and communications support to maximize the CEO’s time and focus on strategic priorities.

The ideal candidate is proactive, detail-oriented, and composed under pressure. They bring excellent judgement, exceptional writing skills, and emotional intelligence—capable of representing the CEO with board members, senior leaders, elected officials, and first responder leadership. This is an opportunity to shape a new role during a time of rapid growth as the organization approaches its 25th anniversary.

Key Responsibilities:

Executive Operations & Calendar Management

• Manage a dynamic calendar, coordinating meetings, events, and travel with accuracy and foresight.

• Prepare all materials in advance—agendas, talking points, and briefing memos—ensuring the CEO is well-prepared for every engagement.

• Anticipate needs by tracking priorities, action items, and follow-ups, maintaining momentum across initiatives.

• Provide concise daily or weekly briefings summarizing upcoming commitments and critical issues.

Email, Correspondence & Communications

• Manage and prioritize the CEO’s inbox, drafting and responding to communicationswith clarity, professionalism, and sound judgement.

• Prepare polished letters, acknowledgments, and board correspondence that reflect the organization’s tone and values.

• Manage the CEO’s social media accounts including posting for all relevant events and activities.

• Serve as the first point of contact for the organization by answering phone calls and responding to email, handling inquiries with discretion and a calm, professional demeanor.

Technology & Administrative Support

• Support the CEO during meetings and events, including tech setup (Zoom, Teams) and document management.

• Coordinate with IT and vendors to maintain smooth operation of the CEO’s digital tools and access.

• Keep systems organized for tracking tasks, documents, and key deadlines.

• Admin support for the development and marketing teams as needed.

Stakeholder & Board Relations

• Act as liaison between the CEO and board members, donors, first responder partners, and other high-level stakeholders.

• Coordinate logistics for board meetings and executive events, including material preparation, note-taking, and follow-up tracking.

• Maintain organized records of executive communications and board documentation for institutional continuity.

Work Schedule & Expectations

• Flexibility and responsiveness are essential to align with the CEO’s schedule and travel.

• Availability during occasional evenings, weekends, or holidays may be required for events or travel coordination.

• Maintain the highest standards of professionalism, confidentiality, and reliability at all times.

Qualifications

• 3–5 years of experience supporting a C-level executive, ideally in a nonprofit or mission-driven organization.

• Proven ability to manage multiple priorities with discretion, accuracy, and grace under pressure.

• Exceptional written and verbal communication skills, with impeccable grammar andattention to tone.

• Highly organized and self-directed, with strong technological proficiency (Outlook or Gmail, Office or Google Suite, Zoom/Teams, Powerpoint or Google Slides, and Canva).

• Professional, discreet, and committed to representing the CEO and organization with integrity.

Preferred Attributes

• Experience supporting leaders who rely on strong administrative and digital support.

• Familiarity with nonprofit governance, board communications, and fundraising events.

• Deep respect for first responders and public service.

To Apply

Please submit:

• Your resume

• A brief cover letter

• A sample of formal written communication (e.g., a letter or board memo prepared on

behalf of an executive; anonymized if needed)

Job Tags

Similar Jobs