Executive Assistant

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to the leadership team and programmatic support to The Sontag Foundation and Sontag Innovation Fund. Serving as a trusted partner to leadership and colleagues, this position helps ensure the smooth and efficient functioning of daily activities, programs, events, and operations. The Executive Assistant demonstrates exceptional customer service consistent with the Foundation's mission and values.

This is a flexible, responsive role in which responsibilities and priorities shift based on the needs of the organizations. Success requires the ability to assess competing demands, prioritize and make decisions, solve problems calmly and responsively, learn quickly and independently, work collaboratively, attend to details, and communicate effectively in writing, verbally, and interpersonally. Sound judgment, discretion, adaptability, and dependable follow-through are essential.

As requested by the leadership team, the following are examples of responsibilities. The Executive Assistant may perform other duties as assigned from time to time, and assignments may change based on organizational needs.

KEY RESPONSIBILITIES

Executive & Leadership Team Support

• Provide scheduling and administrative support to leadership team as needed; coordinate complex meetings, manage competing requests, and anticipate preparation and follow-up needs.

• Arrange travel, registrations, itineraries, meeting agendas, and related logistics; prepare and reconcile expense reports and reimbursements.

• Draft, format, proofread, and organize correspondence, presentations, reports, and confidential documents with accuracy and professionalism.

• Coordinate Board meeting logistics, including scheduling, materials and board packets, venue or virtual arrangements, catering, and follow-up tracking.

• Maintain organized contacts, shared files, records, office procedures, and administrative systems; serve as a responsive point of coordination for staff and external partners.

• Handle office operations and vendor coordination, including supplies, shipping, invoices, facilities requests, and other recurring administrative needs.

Foundation Program, Event & Conference Support

• Provide administrative and logistical support for the Annual Retreat, Brain Tumor Leaders Fly-In, holiday party, SNO reception, and other Foundation meetings or convenings.

• Coordinate attendee communications and logistical details such as invitations and RSVPs, registrations, hotel manifests, travel and ground transportation, dietary or accessibility requests, and schedules.

• Help manage venue and vendor arrangements, catering, printed materials, badges, shipping, on-site setup, and post-event follow-up in partnership with program staff or outside event planners.

• Support the Foundation’s conference participation through registrations, meeting calendars, travel coordination, itineraries, materials preparation, and shipment of supplies.

• Maintain event checklists, schedules, and accurate records; identify issues early and escalate program or budget decisions to the appropriate team lead.

Innovation Fund Administrative, Database & Diligence Support

• Maintain accurate company, contact, and activity information in Salesforce, PitchBook, and related tracking systems.

• Provide administrative support for diligence workflows, including organizing materials, tracking requested items, maintaining document folders or data rooms, and coordinating follow-up.

• Schedule company calls, diligence discussions, investor meetings, and other internal or external meetings for the SIF team as needed.

• Coordinate SIF conference schedules, meeting requests, registrations, travel arrangements, and supporting materials.

QUALIFICATIONS & WORKING STYLE

• Experience supporting an executive or senior leadership team; demonstrated judgment, discretion, flexibility, and professionalism with confidential information and changing needs.

• Strong organizational and prioritization skills, sound independent decision-making, attention to detail, and consistent follow-through; ability to respond calmly and resourcefully to challenges.

• Comfort with Microsoft 365 or comparable productivity tools, video conferencing, spreadsheets, shared file systems, and databases; Salesforce experience preferred and PitchBook familiarity a plus.

• Experience coordinating travel, meetings, and multi-participant event logistics; ability to work independently while communicating closely with colleagues and external partners.

• Collaborative, adaptable, service-oriented approach and a commitment to communicating clearly and representing the Foundation’s mission and values well.