Executive Assistant

Job not on LinkedIn

🕒 October 9

🌵 Arizona – Remote

🌵 Arizona – Remote

💵 $67k - $80k / year

⏰ Full Time

🟠 Senior

🔴 Lead

👨‍💼 Executive Assistant

👻 Ghost score 0%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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📋 Description

• Provide proactive, strategic, and confidential support to the Chief Executive Officer • Manage a complex executive calendar, priorities, deadlines, travel, communications, records, and follow-through • Prepare briefing materials, agendas, itineraries, correspondence, presentations, talking points, and background summaries • Coordinate domestic and international executive travel and manage expense reports and corporate-card reconciliation • Serve as liaison between the CEO and Board leaders, senior staff, volunteers, members, partners, and external stakeholders • Support all-hands meetings and strategic initiatives by coordinating inputs, documenting decisions, tracking commitments, and prompting completion • Develop and maintain the annual governance calendar • Coordinate Board of Directors, Executive Committee, Finance Committee, Nominating Committee, Awards Committee, and governance task-force meetings • Manage the full board-book cycle, including timelines, materials, secure packets, version control, and final records • Capture minutes, maintain action and decision logs, and preserve official governance records • Coordinate director and officer onboarding, orientation, disclosures, committee appointments, and offboarding • Maintain governance information in board portals, websites, distribution lists, officer accounts, and approved systems • Support bylaws, charters, and governance-policy review processes • Plan and deliver virtual, hybrid, and in-person meetings and events • Create project plans, critical-path timelines, responsibility matrices, run-of-show documents, communication schedules, and closeout checklists • Coordinate venues, platforms, lodging, registration, travel, transportation, food and beverage, audiovisual services, signage, materials, accessibility, and event support • Solicit and compare vendor proposals, support contracting and purchasing, monitor commitments, and validate invoices • Build participant communications and maintain accurate registration and attendee information • Conduct readiness reviews and rehearsals and serve as the primary operational contact during meetings • Complete post-meeting reconciliation and closeout and use feedback and budget performance to improve meeting practices

🎯 Requirements

• Bachelor’s degree in business administration, communications, nonprofit management, hospitality, or a related field preferred • Equivalent combinations of education and directly relevant experience will be considered • At least seven years of progressively responsible executive support, governance administration, board relations, or meeting management experience, including direct support to a senior executive • Demonstrated experience supporting a board of directors and committees in a nonprofit, association, standards-development, healthcare, scientific, or similarly complex environment strongly preferred • Experience coordinating multi-day, hybrid, or geographically distributed meetings and managing external vendors preferred • Exceptional judgment, discretion, integrity, and ability to handle confidential and sensitive information • Demonstrated ability to anticipate needs, manage competing priorities, and bring structure to ambiguous or rapidly changing situations • Executive-level written and verbal communication skills, including accurate proofreading, concise briefing, and professional correspondence • Working knowledge of nonprofit or association governance, board and committee practices, bylaws, charters, minutes, conflicts of interest, and records stewardship • Advanced calendar, travel, especially international, meeting, and event coordination skills, including virtual and hybrid delivery • Strong project management, vendor coordination, negotiation, budget tracking, and problem-solving capabilities • High proficiency with Microsoft 365, virtual-meeting platforms, presentation tools, spreadsheets, shared document systems, and board or committee portals • Ability to learn new systems quickly • Ability to work effectively with executives, directors, volunteers, staff, members, and external stakeholders across cultures and time zones • Commitment to CLSI’s mission, values, inclusive practices, and service to the global laboratory medicine community • Ability to work occasional early mornings, evenings, or weekends • Domestic and international travel may be required

🏖️ Benefits

• Flexible, fully remote workplace • Supportive scheduling • Ample PTO • Four weeks PTO • Medical Insurance 100% paid by CLSI • Best-in-class technology and applications • Commitment to global and personal health and wellness • Significant, thought-leading, and globally impactful work • Brilliant and curious teammates • Highly passionate and committed people

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