Executive Assistant

Job Description

We are looking for an Executive Assistant to provide high-level support for an upcoming onsite board meeting. This contract position will play a central role in organizing meeting materials, coordinating logistics, and helping the event run smoothly from preparation through closeout. The ideal candidate has relevant experience, is detail-oriented, and is comfortable supporting senior leaders in a structured meeting environment.

Responsibilities:

• Develop and format the board meeting agenda using provided content, ensuring materials are organized and presentation-ready.

• Compile, review, and assemble pre-read documents so participants receive complete and well-structured information in advance.

• Coordinate onsite preparation for the evening before and the day of the meeting, helping ensure all logistics are in place.

• Support the physical meeting setup by assisting with room readiness, attendee access, and overall event flow.

• Provide hands-on assistance with video and presentation equipment to help maintain a seamless meeting experience.

• Welcome participants as needed by facilitating entry and helping manage the meeting environment effectively.

• Capture meeting notes and document key discussion points to support accurate follow-up and recordkeeping.• Demonstrated experience supporting executive-level or board-level meetings in a structured setting.

• Strong ability to prepare agendas, board presentations, and related meeting documentation with accuracy.

• Experience organizing pre-read materials and distributing information in a clear, timely manner.

• Proficiency in meeting minutes, note-taking, and maintaining structured records of discussions.

• Comfort assisting with onsite meeting logistics, including room coordination and participant support.

• Ability to work independently, stay composed under pressure, and manage details in a fast-paced environment.

• Strong communication skills and confidence when interacting with senior stakeholders.