Executive Assistant

This is a fully remote position, open to applicants in Arizona.

📋 Description

• Deliver proactive, strategic, and confidential assistance to the Chief Executive Officer.

• Oversee a complex executive calendar, managing priorities, deadlines, travel, communications, records, and follow-through.

• Create briefing documents, agendas, itineraries, correspondence, presentations, talking points, and background summaries.

• Arrange both domestic and international executive travel and handle expense reports and corporate-card reconciliation.

• Act as a liaison between the CEO and Board leaders, senior staff, volunteers, members, partners, and external stakeholders.

• Facilitate all-hands meetings and strategic initiatives by coordinating inputs, documenting decisions, tracking commitments, and ensuring completion.

• Develop and uphold the annual governance calendar.

• Organize meetings for the Board of Directors, Executive Committee, Finance Committee, Nominating Committee, Awards Committee, and governance task forces.

• Manage the complete board-book cycle, including timelines, materials, secure packets, version control, and final records.

• Record minutes, maintain action and decision logs, and safeguard official governance records.

• Coordinate onboarding, orientation, disclosures, committee appointments, and offboarding for directors and officers.

• Maintain governance information across board portals, websites, distribution lists, officer accounts, and approved systems.

• Assist with bylaws, charters, and governance-policy review processes.

• Plan and execute virtual, hybrid, and in-person meetings and events.

• Develop project plans, critical-path timelines, responsibility matrices, run-of-show documents, communication schedules, and closeout checklists.

• Coordinate venues, platforms, lodging, registration, travel, transportation, catering, audiovisual services, signage, materials, accessibility, and event support.

• Solicit and evaluate vendor proposals, assist with contracting and purchasing, monitor commitments, and verify invoices.

• Create participant communications and ensure accurate registration and attendee data.

• Conduct readiness reviews and rehearsals, serving as the primary operational contact during meetings.

• Complete post-meeting reconciliation and closeout, utilizing feedback and budget performance to enhance meeting practices.

⛳️ Requirements

• Bachelor’s degree in business administration, communications, nonprofit management, hospitality, or a related field is preferred.

• Equivalent combinations of education and relevant experience will be taken into account.

• A minimum of seven years in progressively responsible executive support, governance administration, board relations, or meeting management experience, including direct support to a senior executive.

• Proven experience providing support to a board of directors and committees in a nonprofit, association, standards-development, healthcare, scientific, or similarly complex environment is strongly preferred.

• Experience in coordinating multi-day, hybrid, or geographically distributed meetings and managing external vendors is preferred.

• Exceptional judgment, discretion, integrity, and the ability to manage confidential and sensitive information.

• Proven capability to anticipate needs, handle competing priorities, and bring structure to ambiguous or rapidly changing situations.

• Executive-level written and verbal communication skills, including precise 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 skills in calendar management, travel coordination (especially international), meeting and event planning, including virtual and hybrid formats.

• Strong project management, vendor coordination, negotiation, budget tracking, and problem-solving skills.

• High proficiency in Microsoft 365, virtual meeting platforms, presentation tools, spreadsheets, shared document systems, and board or committee portals.

• Ability to quickly learn new systems.

• Capability to work effectively with executives, directors, volunteers, staff, members, and external stakeholders across diverse cultures and time zones.

• Commitment to CLSI’s mission, values, inclusive practices, and service to the global laboratory medicine community.

• Willingness to work occasional early mornings, evenings, or weekends.

• Domestic and international travel may be necessary.

🏝️ Benefits

• Flexible, fully remote workplace.

• Supportive scheduling.

• Generous paid time off.

• Four weeks of paid time off.

• Medical Insurance fully covered by CLSI.

• Access to top-tier technology and applications.

• Commitment to global and personal health and wellness.

• Opportunities for significant, thought-leading, and globally impactful work.

• Collaboration with brilliant and inquisitive teammates.

• Work alongside highly passionate and dedicated individuals.