Executive Assistant & Corporate Secretary

Job Title: Executive Assistant & Corporate Secretary 

Department: Administration

Reports to: President & CEO

Job Type: Full-Time, non-exempt

Salary Range: $55,000 to $70,000 

Position Summary

The Executive Assistant & Corporate Secretary serves as a trusted strategic partner to the President & CEO, ensuring the efficient management of executive priorities, organizational communications, and corporate governance activities. This highly visible role acts as a central point of coordination between the President & CEO, senior leadership, the Association Board of Directors, community stakeholders, and external partners.

The successful candidate will demonstrate exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs in a dynamic environment. In addition to supporting executive operations, this position serves as Corporate Secretary for the Association Board, coordinating governance processes, maintaining official records, and facilitating effective communication among board members, committees, and organizational leadership.

This role requires strong proficiency with technology, database and CRM systems, Microsoft 365 applications, and emerging AI-powered productivity tools.

About Lakeside Chautauqua

Lakeside Chautauqua is a family destination that has pioneered the act of nurturing the mind, body and spirit for over 150 years. Conveniently located between Toledo and Cleveland on Lake Erie’s south shore, Lakeside offers a robust summer programming season packed with cultural, educational, spiritual and recreational opportunities. Within the one-square-mile community, you’ll find hundreds of unique Victorian cottages, a concert auditorium, arts center, historic waterfront hotel, movie theater, pool, tennis, sailing, shopping, dining and much more. For more information, visit lakesideohio.com/employment.

Skills & Qualifications

The ideal candidate is highly organized, detail-oriented, technologically proficient, and capable of managing multiple priorities with professionalism and discretion.

Required Knowledge, Skills & Abilities

• Exceptional written, verbal, and interpersonal communication skills.
• Advanced organizational, project management, and time-management abilities.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience utilizing CRM, donor management, or database platforms.
• Ability to leverage AI-powered business productivity tools to improve efficiency, research, communications, and workflow management.
• Strong internet research, problem-solving, and analytical skills.
• Proven ability to manage confidential and sensitive information with integrity.
• Ability to prioritize competing demands and adapt to changing priorities.
• Excellent relationship-building and stakeholder management skills.
• Ability to prepare meeting agendas, correspondence, reports, presentations, and meeting minutes.
• Ability to interpret policies, procedures, governance documents, and organizational records.
• Ability to work independently while collaborating effectively across departments.

Essential Duties & Responsibilities

Executive Support

• Manage the President & CEO's calendar, schedule, priorities, and daily workflow.
• Coordinate and prepare agendas, briefing materials, correspondence, and presentations.
• Serve as the primary liaison between the President & CEO and internal and external stakeholders.
• Monitor and facilitate the flow of information among senior leadership and organizational departments.
• Coordinate travel arrangements, itineraries, accommodations, and related logistics.
• Process expense reports, credit card reconciliations, and administrative records.
• Anticipate executive needs and proactively resolve scheduling conflicts and operational challenges.
• Assist with special projects, research, and strategic initiatives as assigned.

Board Governance & Corporate Secretary Duties

• Serve as Corporate Secretary for the Association Board of Directors.
• Coordinate board and committee meeting schedules, agendas, materials, and meeting logistics.
• Maintain official corporate and governance records, board minutes, resolutions, and organizational documents.
• Attend board meetings and prepare accurate meeting minutes in a timely manner.
• Manage the board portal and governance technology platforms, including Diligent or similar systems.
• Serve as the primary point of contact for board members regarding meeting materials, governance processes, and board communications.
• Coordinate new board member onboarding, orientation, and governance training.

Stakeholder & Donor Support

• Support donor prospect research, cultivation activities, stewardship efforts, and relationship management initiatives.
• Maintain accurate constituent, donor, and stakeholder information within CRM platforms.
• Assist with executive communications to donors, community leaders, residents, and key stakeholders.
• Coordinate executive participation in community, donor, and organizational events.

Administrative Leadership

• Organize and coordinate internal meetings, retreats, and special events.
• Greet and assist guests, residents, board members, donors, and visitors with professionalism.
• Manage departmental records, electronic filing systems, databases, and document retention processes.
• Recommend and implement administrative process improvements and technology solutions that increase organizational efficiency.

Education & Experience

• Associate degree required; bachelor’s degree preferred.
• Three to five years of progressively responsible executive support, board administration, governance, or related experience.
• Demonstrated experience supporting senior executives and working with the boards of directors; within a nonprofit is ideal.
• Proficiency with Microsoft 365 applications and business productivity software.
• Experience with CRM, donor management, or constituent database systems preferred.
• Experience utilizing AI-enabled workplace tools and digital workflow solutions preferred.
• Knowledge of Diligent, board management platforms, or governance software is a plus.
• Customer service and stakeholder-relations experience required.

Physical Demands

While performing the duties of this job, the employee regularly works for extended periods of time in a seated position with exposure to computer monitors. Employees occasionally work extended hours and weekends on demand. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• 401(k) & Employer Contribution Plan
• Health Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Time Off
• Paid Holidays
• Professional Development Opportunities

Lakeside Chautauqua is an equal opportunity employer.