The Executive Assistant (EA) to the Chief Executive Officer (CEO) provides high-level support to ensure the CEO’s time, communications, and relationships are managed strategically and efficiently. Serving as the backbone of the Executive Office, the EA keeps the CEO, senior leadership team, and Board of Directors informed, prepared, and focused on the organization’s top priorities. This role manages the CEO’s schedule, correspondence, travel, and key relationships while leading logistics and governance support for the Board of Directors and its standing committees. The ideal candidate is organized, proactive, and poised, with strong communication skills, sound judgment, and the discretion to represent the CEO and CCAoA with professionalism and integrity. 

Child Care Aware® of America (CCAoA) is the only national organization that supports every part of the child care system. In partnership with an on-the-ground network of Child Care Resource and Referral (CCR&R) organizations, we work in states and communities to advance high-quality, affordable child care—transforming a patchwork of resources into a system that works for everyone. Together, we make child care strong—and that makes everyone stronger. CCAoA is committed to recruiting and retaining a dynamic workforce to help build a child care system that serves all children and families. Join us in ensuring that every family has access to high-quality, affordable child care.

WHY YOU'LL LOVE WORKING WITH US:

At Child Care Aware of America, we believe that a happy, healthy team is the foundation of our success. That's why we offer an exceptional benefits package designed to support your well-being, growth, and work-life balance:

• Comprehensive Health Coverage: We provide top-tier medical, dental, and vision insurance to keep you and your family healthy and thriving. Flexible Spending Account options for Health and Dependent Care too!
• Generous Paid Time Off: Enjoy ample vacation days, sick days, paid holidays, school events leave and personal leave to recharge and pursue your passions.
• Flexible Work Arrangements: Whether the position is remote or hybrid, we accommodate your needs to help you achieve a harmonious work-life balance.
• Retirement Plans: Plan for your future with our competitive 403b match program and retirement planning resources.
• Child Care Stipend: A monthly subsidy to help cover the cost of child care - including camps and before/after school care.
• Community: Our staff regularly plan engaging events to ensure that teams feel connected despite a virtual environment.

POSITION, DUTIES and KEY RESPONSIBILITIES:

 Executive Support

• Manage and prioritize the CEO’s complex and dynamic calendar to ensure strategic alignment with organizational priorities and initiatives.
• Anticipate and prepare materials and briefings in advance of meetings; ensure the CEO is fully equipped and informed for each engagement.
• Coordinate all aspects of CEO travel and logistics, including itineraries, preparation materials, and on-the-ground coordination when necessary.
• Draft, proof, and edit correspondence, talking points, and executive summaries for internal and external audiences.
• Track follow-up actions, ensure timely completion, and maintain systems for accountability across the CEO’s portfolio.
• Serve as a professional liaison between the CEO and internal/external stakeholders, modeling discretion, diplomacy, and responsiveness.

Board & Governance Coordination

• Lead administrative and logistical support for the Board of Directors and committees, including scheduling, agendas, materials, and secure document distribution.
• Serve as the primary staff lead for preparing polished, accurate Board and committee materials in collaboration with the CEO and key staff.
• Draft meeting notes, recaps, and follow-up briefs summarizing key discussions and action items.
• Maintain governance records and coordinate consistent communication between the Executive Office and Board members.
• Manage logistics for in-person and virtual Board meetings, retreats, and committee sessions.

Organizational Coordination

• Work closely with the CEO’s direct reports to ensure follow-through on commitments, alignment on organizational goals, and effective internal communication.
• Support the Executive Office’s planning and coordination of key organizational meetings, including all-staff meetings, leadership retreats, and major events.
• Coordinate internal communication from the CEO, including staff updates, memos, and executive messages that build transparency and engagement.
• Provide logistical support for internal and external engagements that include the CEO, such as conferences, site visits, and funder meetings.

External Relations

• Serve as a professional and gracious point of contact for high-level partners, funders, government officials, and child care network leaders.
• Manage confidential information with the highest degree of discretion.
• Coordinate with the Strategic Communications team to ensure the CEO’s participation in public events aligns with organizational messaging and goals.

Operational Excellence

• Maintain organized systems for tracking the CEO’s priorities, commitments, and key deliverables.
• Provide proactive recommendations to enhance efficiency, streamline communication, and improve workflows across the Executive Office.
• Support special projects and initiatives as requested by the CEO or Senior Vice President of Strategy & Advancement.

REQUIRED QUALIFICATIONS & SKILLS:

• Bachelor’s degree or equivalent experience required.
• 7+ years of progressively responsible executive support experience, including direct work with a CEO or senior executive.
• Proven experience managing Board of Directors and committee logistics, including preparing materials, taking notes, and summarizing key actions.
• Exceptional organizational, planning, and time management skills with keen attention to detail.
• Strong written and verbal communication skills; ability to draft and edit high-quality materials.
• High emotional intelligence and professionalism; exercises sound judgment and discretion in all matters.
• Proficient in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and virtual meeting platforms; experience with Asana, HubSpot, or similar tools a plus.
• Ability to manage multiple priorities, adapt to changing needs, and meet deadlines in a fast-paced environment.

Salary Information:

The salary range reflected in this job posting is the hiring range for this position within the Washington DC Metropolitan area. Please note that a geographic differential will be applied to the salary for candidates hired from regions with a lower cost of living. This adjustment ensures competitive and equitable compensation based on location.

Notice:

Child Care Aware of America works in partnership with Talentuition & Infiniti HR throughout the hiring process. Candidates may receive outreach from representatives at Talentuition on behalf of Child Care Aware of America concerning interview scheduling, resume inquiries, and any further information necessary to begin the interview process.