Executive Project Assistant

Reports to President/CEO

Type of Position – Full Time


Commensurate with Experience


Major Medical Insurance, Long/Short-Term Disability, Simple IRA Match, Paid Holidays, PTO Annual Accrual-3 weeks time in Yr 1, Life Insurance, and Mileage Reimbursement per policy

General Description

The Executive/Project  Assistant (EA) will be responsible for supporting the President/CEO, the Board and the grant project team leadership. S/he will be responsible for maintaining the calendar of the President/CEO as well as responding to simple inquiries and re-directing said requests as appropriate. S/he will also be responsible for maintaining and updating the overall LM/VM team and activity calendar. The EA will also provide admin support to the Board of Directors and various sub-committees as required.  S/he will be responsible for assisting with the preparation and distribution of Board materials as well as maintaining minutes and materials.  As directed by the President/CEO, s/he will provide support to directors and their teams to prep for and execute LM/VM meetings and events.

Executive Administrative Support

  • Performs a wide variety of administrative duties to support the work of the President/CEO, the Board, Project Director-Grants, and, as directed, senior staff.
  • Efficiently handles a variety of projects and tasks simultaneously.
  • Coordinates calendar, business meetings and appointments for the President/CEO, Project Director-Grants and Board members for LM related work. Prepares weekly agendas for the President’s over-all schedule
  • Prepares 6 month calendar which includes planned activities, events, meetings, classes, planned time out of office for distribution to entire team. Updates bi-weekly based on input from team members, executives, Board.
  • Under the close direction of the President/CEO and other senior staff, assists with prep and distribution of Board meeting and sub-committee meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items and organized retention of all records.
  • Answers the telephone and screens calls for President/CEO, processes CEO incoming mail, and forwards messages and correspondence to the appropriate staff as needed
  • Acts as an administrative liaison for the executive and senior staff by making appropriate decisions in their absence.
  • Maintains stakeholder and constituent confidence and protects operations by keeping information confidential.
  • As required, prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials (Powerpoint presentations, spreadsheets, etc.) and other documents to ensure accuracy and completeness.
  • Establishes and maintains efficient filing systems for departmental and confidential materials.
  • Completes assigned projects and follow-up on results.
  • Prepares reports as required by collecting and analyzing information.
  • As directed by the President/CEO, supports other departments with their tasks and projects as well as LM/VM events and meetings.

General Project Team Support

  • Performs a wide variety of administrative duties to support the work of the grant Project Director
  • As needed, assist project team members with coordinating and managing real time any project-related virtual meetings/events including calendaring, invitations and troubleshooting for participants during the meetings
  • Handles overflow administrative work from team as needed including data collection and reporting



  • Some college required – at least 2 years
  • At least 4 years of administrative support experience with at least 2 in supporting a senior level executive
  • Must have excellent organization and follow-up skills with ability to set priorities and meet deadlines with multiple tasks and projects simultaneously
  • Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
  • Demonstrated skill and high level of proficiency in oral and written communication including spelling, grammar, punctuation, and composition.
  • Ability to work after normally scheduled hours during the week and weekends occasionally
  • Ability to lift 25 pounds
  • Ability to use personal vehicle for work/meeting related events


  • Four year college degree
  • Professional certifications
  • Prior experience in Board material preparation and interfacing with a Board of Directors

Competencies required for success

  • Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level stakeholders where tact, diplomacy, and good judgment are essential.
  • Ability to analyze situations and respond in a timely and appropriate manner

How to apply

Qualified candidates should submit their resume and a cover letter to hr@leadershipmemphis.org. Please note the name of the position you are applying for in the subject line of the e-mail.