Associate II, Executive Assistant Development

Description

Position Title  Associate II, Executive Assistant Development

Reports to       CBDO

Classification  Non-Exempt

ABOUT AEF

Make an impact from day one. A career at American Endowment Foundation (AEF) is more than just a job—it’s a chance to make a real difference and be part of something bigger. At AEF, we understand the difference between a workplace and a place where you can truly thrive. We offer a flexible, dynamic environment where your contributions matter, and our people-driven culture fosters inclusivity and collaboration at every level. If you’re ready to be part of an organization that champions innovation, integrity, and impact, we want to hear from you.

Headquartered in Hudson, Ohio, a suburb of Cleveland, AEF is one of the nation’s largest independent donor-advised fund (DAF) sponsors. Not familiar with a DAF? It’s the fastest-growing charitable giving option in the country, enabling individuals to support the causes that matter most to them. AEF is the trusted sponsor that makes it all happen. We proudly serve over 14,000 charitable individuals, nearly 6,000 financial advisors, and 2,500 partnering firms across the financial services industry.

Every day, we go above and beyond to deliver a best-in-class client experience, exceed expectations, and drive positive change. When you join AEF, you’re joining a team committed to making a lasting impact and helping others do the same. Ready to make your mark and be part of something extraordinary? It starts here.

POSITION SUMMARY

The Executive Assistant plays an integral role at AEF in providing high level administrative, organizational and operational support to the Chief Business Development Officer and Chief Marketing & Communications Officer and other officers as needed. The Executive Assistant performs functions of a confidential nature requiring a high level of professionalism and ability to effectively interact with donors, financial advisors, executive leadership and representatives of external organizations. The position will also assist with office administration and provide back-up to the Executive Assistant team (i.e., answering phones, absence coverage of other administrative functions, helping when workload is necessary, and performing other miscellaneous duties as assigned).

ESSENTIAL RESPONSIBILITIES

1. OPERATIONAL SUPPORT: Provide comprehensive organizational, business, and logistical support to ensure smooth and timely completion of tasks within scope and budget. Act as a key resource in coordinating and executing day-to-day operations, ensuring effective workflow and alignment with executive goals.
2. CONFERENCE COORDINATION & SCHEDULING: Take the lead in coordinating and scheduling conferences, including internal meetings, external events, and large-scale organizational gatherings. Manage all aspects of event logistics, including venue selection, travel arrangements, speaker coordination, and attendee communications. Ensure seamless execution by handling all pre-conference planning, on-site support, and post-event follow-up, while maintaining a strong focus on time management, budget adherence, and stakeholder satisfaction. Serves as central point of contact for scheduling of executive level and external constituent meetings exercising discretion and judgment to ensure effective use of time. Ensures oversight of complex and detailed calendars including scheduling of appointments, meetings and travel arrangements, identifying issues and creating options to resolve scheduling issues that arise.
3. MEETING SUPPORT: Coordinates and prepares materials to support meetings as assigned ensuring logistics for greeting/welcoming guests are completed. Assists with the preparation of all meeting notices, logistics, and meeting follow-up in a timely manner. Attends any other meetings as assigned, drafting minutes for affiliated entities.
4. Performs other duties as assigned.

Qualifications

SKILLS AND QUALIFICATION

• Associate degree or relevant work experience required
• 3 or more years of experience as an executive or administrative assistant
• Intermediate Microsoft Suites Skills (Office, Word, Excel, and PowerPoint)
• Self-directed; ability to work independently with minimal supervision
• Ability to handle competing situations and responsibilities and prioritize duties to meet multiple deadlines 
• Highly developed analytical and organizational skills  
• Team attitude, flexible and willing to do what is necessary to accomplish goals of the organization