Executive Assistant to C-Suite

Position Summary

The Executive Assistant to the C-Suite provides high-level administrative and operational support to multiple C-suite leaders, including the Chief Executive Officer, Chief Impact Officer, and Chief Operations Officer, as required.

This position requires exceptional judgment, discretion, initiative, and adaptability to manage shifting priorities across two to three executive portfolios while maintaining continuity, responsiveness, and follow-through.

This position will also supervise an Office and Administrative Assistant and serve as the on-site owner of day-to-day support needs, ensuring executive operations, office coordination, meeting preparation, stakeholder communication, and administrative systems run efficiently and smoothly.

Essential Duties & Responsibilities

Executive Support to the CEO, Chief Impact Officer, and Chief Operations Officer

• Manage complex, frequently changing calendars for the CEO, CIO, and COO across multiple U.S. and global time zones
• Prepare nightly and weekly meeting packets, briefing materials, and talking points in advance of scheduled commitments for the CEO.
• Coordinate and manage logistics for domestic and international travel, including itineraries, accommodations, and day-of changes
• Draft, proofread, and send correspondence, and prepare presentations and other materials on behalf of the executives as requested
• Ensure all executives' time and business-related expenses are tracked and processed in a timely and accurate manner
• Triage incoming requests to the executives and flag time-sensitive items for immediate attention
• Assist with data entry and record-keeping in Panorama's shared systems (e.g., Asana, SharePoint, Salesforce) for business development purposes as directed

Team Leadership

• Supervise the Office and Administrative Assistant, including assigning daily priorities, reviewing completed work, and providing regular coaching and feedback
• Set clear expectations for office coverage and ensure continuity of front-office support during absences
• Design and delegate administrative workflows to the Office and Administrative Assistant to balance workload and build capacity
• Document administrative processes and workflows to support training, consistency, and continuity of coverage
• Support the Office and Administrative Assistant's ongoing training and professional development

On-Site Office Technology Support

• Set up and troubleshoot conference room audiovisual equipment for internal meetings, board meetings, and external guests
• Connect and configure printers, monitors, and other shared office equipment for staff use
• Maintain a working knowledge of office technology in order to provide support to staff as needed

Relationship and Information Management

• Ensure accurate, up-to-date records of executive’s contacts and meetings in Salesforce
• Manage shared calendars, Asana boards, and document review queues used to track executive priorities and deadlines
• Provide a communication bridge between the C-suite executives, Panorama staff, and the Leadership Team

Organizational Engagement

• Model Panorama's values in day-to-day interactions with staff, partners, and external visitors
• Represent the C-Suite professionally in interactions with high-profile external contacts
• Anticipate needs and develop new processes or maintain existing ones to streamline workflows and improve efficiency across the executive support function
• Support execution of special projects and company-wide events as needed

Desired Qualifications

• 5–7 years of professional experience, including 3+ years directly supporting C-level executives; prior experience supervising or mentoring a direct report, or clear readiness to take on people-management responsibility
• Comfort with basic office technology troubleshooting (AV equipment, printers, Wi-Fi); no formal IT certification required
• Proficiency in Microsoft Office and video conferencing platforms (e.g., Zoom)
• Strong judgment and discretion when handling sensitive or confidential information
• Exceptional prioritization and organizational skills, with proven ability to execute reliably under tight timelines across two executive portfolios simultaneously
• Comfortable working with highly engaged executives and adapting quickly to changing priorities and direction
• Strong judgment in knowing when to take initiative and when to follow direction exactly
• Detail-oriented with high standards for follow-through
• Excellent written and verbal communication skills
• Bachelor's degree preferred, not required
• Experience in a nonprofit, philanthropic, or social impact organization is a plus
• Manual dexterity required for equipment operation and occasional reach and lifting of small objects.
• Reaching/Handling: Good manual dexterity for computer keyboard use and the ability to retrieve and work with appropriate paperwork, equipment, and supplies

This job description may change as our team continues to grow and evolve – we hope you’ll be excited to evolve with us as we scale and increase our impact.

Direct Reports

• Office and Administrative Assistant

Compensation & Benefits

The starting salary for this role is between $90,000 - $98,000, which represents the minimum to the mid-point of the salary band for this position. When determining an initial offer, we carefully consider these factors: candidate skill and experience; room for growth within the band; and internal equity across the team.

Alongside salary, we offer a comprehensive benefits package including

• Flexible paid time off
• 16 paid holidays per year, including an organization-wide Winter Break.
• Up to 92% employer-paid monthly premiums for employee medical coverage (depending on plan selected)
• 401(k) safe harbor plan, with employer contribution equal to 3% salary with immediate vesting
• Up to 12 weeks fully paid family/medical leave (eligible after 1 year of employment)
• ... And more! Visit our Careers Page for our full list of benefits

How to Apply

Interested candidates should submit a resume and optional cover letter through our Careers Page portal.

Applications will be reviewed on a rolling basis until the position is filled.

Panorama is committed to creating a diverse team and is proud to be an equal opportunity employer. We know that representation matters in the workplace and with our partners; to that end we are committed to a hiring process grounded in equity and inclusion.

All qualified applicants will receive consideration without regard to race, color, religion, citizenship or immigration status, national origin, genetic information, gender identity, gender expression, sexual orientation, marital status, veteran status, political ideology, the presence of any physical, mental, or sensory disability, age, or any other status or characteristic protected by federal, state, or local law.

Panorama complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our People & Culture team at careers@panoramaglobal.org.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Panorama participates in the federal E-Verify system. All candidates should review the E-Verify Participation and Right to Work posters for more information.

Final offer will be contingent on the completion of a successful background check.