Executive Assistant to the Executive Office
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About Dogwood Health Trust
Founded in 2019, Dogwood Health Trust (Dogwood) is a private foundation based in Asheville, North Carolina. Its sole purpose is to dramatically improve the health and wellbeing of all people and communities of the 18 counties and the Qualla Boundary in Western North Carolina.
As a funder, Dogwood invests in collaborative, innovative and equitable efforts that address the many factors contributing to overall wellbeing, especially in the areas of housing, education, economic opportunity, and health and wellness. Ultimately, Dogwood seeks to create a Western North Carolina where every generation can live, learn, earn and thrive, with dignity and opportunity for all, no exceptions.
Our Values
- Compassion with Courage. We will be bold in pursuing our commitment to the people and communities of Western North Carolina by taking smart risks and investing in opportunities for profound impact.
- Sustainability with Integrity. We will bring transparency and humility in stewarding resources to support and strengthen Western North Carolina for generations to come.
- Partnering with Purpose. We will foster collective impact by promoting collaboration and advancing shared learning.
SUMMARY
The Executive Assistant to the Executive Office provides high-level administrative and operational support to Dogwood’s CEO and executive leadership team. This role manages complex scheduling, communications, travel, expenses, meetings, events, and special projects while handling sensitive information with exceptional discretion. The position also supports the Board Coordinator with board and committee activities, including meeting preparation, logistics, materials, travel coordination, and onsite or virtual meeting support. As a collaborative member of the Administrative Support Team, the Executive Assistant helps maintain continuity of operations, strengthens administrative processes, and delivers responsive support across the organization.
RESPONSIBILITIES AND DUTIES
The Executive Office includes the Chief Executive Officer, the Director of the Executive Office, the Senior Vice President of Operations, and the Senior Vice President of Community Investment.
Executive Office Support
- Manage the Chief Executive Officer’s (CEO’s) calendar including both internal and external scheduling.
- Monitor CEO email inbox to triage and route incoming requests and communications for the CEO, prioritizing and filtering requests.
- Draft, manage, and organize sensitive correspondence, files, and communications with excellent judgment and confidentiality.
- Serve as backup to the Director of the Executive Office, providing support to the CEO and ensuring continuity of executive office operations during absences and other coverage needs.
- Maintain confidentiality when handling sensitive information and materials.
- Coordinate travel arrangements including transportation, lodging, meals, itineraries, conference registrations, and related logistics to ensure efficient and well-supported travel experiences for the CEO and Director of the Executive Office.
- Support relationship-building and engagement opportunities while traveling, including coordinating group dinners, networking opportunities, and other activities that maximize connection and strategic engagement for the CEO and Director of the Executive Office.
- Track, organize, and submit expense reimbursements on behalf of the Executive Office.
- Support special projects and initiatives assigned.
- Serve as a trusted backup for the Executive Assistants to the Senior Vice President of Operations and Senior Vice President of Community Investment providing executive support and maintaining continuity of operations during coverage periods.
- Build and maintain strong relationships with the Administrative Support team (AST), executives, and key stakeholders to understand preferences, priorities, and working styles.
- Serve as the liaison between the Director of Executive Office and the Administrative Support Team making sure the director is kept up date on relevant items pertaining to the AST and providing the AST with any relevant and needed information related to the Executive Office.
Events and Meeting Coordination
- Plan and coordinate events, meetings, conferences, and other activities, managing logistics from planning through execution for the Executive Office.
- Reserve event and meeting venues for Executive Office events and coordinate all related logistics, including room setup and breakdown, space configuration, technology and A/V requirements, materials, and vendor support.
- Coordinate meals and refreshments for events, meetings, and other activities, ensuring timely delivery and alignment with agendas.
- Communicate and collaborate across departments and the Administrative Support Team to coordinate schedules, manage shared resources, and prevent conflicts.
- Provide all necessary logistical support for the CEO’s in-person, virtual, and hybrid meetings, to ensure meetings run smoothly and effectively.
- Draft, revise, review, and prepare meeting agendas, presentations, reports, and other meeting-related materials, as requested.
- Attend meetings as needed to document discussions, decisions, action items, and next steps.
- Process and manage contracts and related documentation for the Executive Office.
Board Support
Note: Some travel and overnights required within Dogwood region (Quarterly Board meetings in region each requiring 1-2 overnights)
- Provide administrative support to the board coordinator.
- Serve as a backup point of contact for board and committee members.
- Develop and maintain positive working relationships with board and committee members.
- Provide backup support for scheduling board and committee meetings, preparing materials, and documenting meeting minutes.
- Support the Board Coordinator by uploading, organizing, and posting Board materials within BoardEffect when requested.
- Assist with coordinating and supporting board meetings, retreats, site visits, and special events to ensure a seamless and professional experience for participants.
- Attend site visits to evaluate and recommend meeting and event locations.
- Coordinate meeting and event logistics, including venue reservations, catering, transportation, audiovisual needs, and vendor management.
- Process and manage contracts and related documentation associated with board meetings and events.
- Provide onsite, virtual, and hybrid meeting support, including screensharing, vendor coordination, room setup and breakdown, troubleshooting, and ensuring a seamless participant experience.
- Assist with travel arrangements for board members and guests, including conference registration, transportation, lodging, meals, itineraries, and related logistics to ensure efficient and well-supported travel experiences.
- Support relationship-building and engagement opportunities while traveling, including coordinating group dinners, networking opportunities, and other activities that maximize connection and strategic engagement.
- Prepare, submit, and track expense reimbursements for board members and guests in accordance with organizational policies.
Administrative Team Coverage and Support
- Provide onsite administrative and operational support to ensure the smooth functioning of office activities and services.
- Provide backup front desk coverage, including during lunches, meetings, leave, and other staffing gaps.
- Partner with the Administrative Support team to provide additional administrative and logistical support during periods of increased workload, high-priority initiatives, and major organizational events.
- Participate actively in Administrative Support Team meetings, training opportunities, and collaborative initiatives.
- Collaborate with the Administrative Support Team to identify, develop, and implement improvements to administrative processes, systems, and workflows.
- Partner with Administrative Support Team members to share knowledge, coordinate resources, and ensure consistent, high-quality support across the organization.
- Partner with the Administrative Support Team to design, develop, implement and refine processes and resources that improve efficiency, consistency, and service across administrative functions.
QUALIFICATIONS AND SKILLS
Education/Certification
- A Bachelor’s degree or equivalent combination of education and experience required.
Work Experience
Required:
- Five or more years of experience in administrative, executive support, or coordination roles.
- Experience handling sensitive and confidential information with absolute integrity, sound judgment, and discretion.
- Experience communicating (written and verbal) with executive-level leadership and on behalf of executive leadership.
- Experience managing multiple priorities, anticipating needs, and working quickly and efficiently.
- Experience planning and coordinating events, meetings, conferences, and other activities.
Preferred:
- Experience working in a non-profit, foundation, or mission-driven organization.
- Experience with expense reporting and travel management systems.
- Experience working at the executive level/C-Suite.
- Experience working with a board of directors or with governance processes.
Knowledge, Skills, and Attributes
- Expertise in planning, scheduling, and organizing meetings, events, and travel.
- Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, is required.
- A willingness/ability to adapt to upgrades and system changes.
- Exceptional project and time management to oversee and coordinate projects from inception to completion (project planning, progress tracking, and stakeholder coordination).
- Attention to detail and strong organizational skills.
- Ability to meet tight deadlines and manage multiple critical requests while navigating changing priorities.
- A proactive and creative approach to problem-solving coupled with the ability to handle interruptions at any moment.
- Strong customer service orientation and interpersonal skills.
- Ability to work independently while collaborating effectively with colleagues
- A commitment to treating others with dignity and respect.
- A commitment to protecting and maintaining confidentiality.
- Equity-Driven: Demonstrates a commitment to equity as a value, guiding principle and goal—actively working to eliminate barriers and ensure opportunity, dignity, and well-being for all.
- Relationship-Oriented: Seeks to understand before acting, listens deeply, and practices empathy and hope in support of team members, partners, and communities we serve.
- Integrity & Accountability: Acts with transparency, trust, and ethical responsibility; welcomes feedback and takes initiative to continuously grow and improve.
- Collaborative & Curious: Builds positive relationships across teams; contributes to a learning culture through humility, curiosity, and a desire to share and grow together.
- Courageous & Clarifying: Embraces change, takes smart risks, and pursues bold solutions with both urgency and patience in the face of complex challenges. Seeks clarity to move forward with focus, alignment, and improvement.
- Respectful & Thoughtful: Engages with respect and purpose; listens actively, communicates thoughtfully, adapts and remains curious when encountering differences, assumes best intent, and thereby contributes to a culture of openness and shared understanding.
- Leadership: Leads with humility, clarity, and vision. Demonstrates inclusive, people-centered leadership that builds trust, supports growth, and fosters accountability.
Professional Growth & Development at Dogwood
We value professional growth and development and will support the successful candidate through training, mentorship, and opportunities to broaden their administrative skills. At the same time, we want to be transparent about the nature of this position: this is a long-term administrative role. While responsibilities may expand and evolve, the position is not intended as an entry point to other roles (programmatic) or departments within the organization. We are looking for someone who takes pride in administrative excellence and is interested in building a long-term career in this capacity.
WORKING CONDITIONS
- This position requires an on-site presence five days a week.
- Some travel throughout the region is required including a minimum of 1-2 overnights within Dogwood’s region for Quarterly Board meetings. Additional overnight travel may be required for this role for additional events and work.
- While the schedule is generally contained during regular business hours, occasional weekend and evening work is required. Candidates must be flexible and responsive to the Executive Office’s needs at all times, excluding PTO and leave.
- We work in an office environment that requires operating standard office equipment. Office workspaces are designed to be accessible and inclusive, accommodating various physical needs and promoting a healthy work environment.
- This position is a full-time, salaried, exempt role.
WHAT WE OFFER
Dogwood’s purpose of dramatically improving the health and well-being of all people and communities of Western North Carolina is also evident within our doors. The starting salary for this position is 85k annually. All full-time team members can take part in a broad range of competitive benefits, including:
- 100% employer-paid medical, dental, vision, STD, LTD, Life and AD&D insurance.
- Competitive match for 403b retirement contributions.
- Annual PTO (4 weeks) & Sick (2 weeks).
- 10 paid holidays, 5 paid Winter Break days.
Dogwood Health Trust is committed to diversity, equity, and inclusion in our work and on our teams. We know that the rich diversity of perspectives and wisdom imperative to our purpose can only come from a wide variety of origins and life experiences. We strongly believe that creating a workplace where all team members thrive is critical to fulfilling our purpose in the communities we serve. We intentionally recruit, develop, and retain the most talented people from a diverse candidate pool.
Qualified candidates are urged to apply and will receive consideration for employment without regard to race, color, ethnicity, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state, or local protected class.
Applications for this position will close on Sunday, Sept. 20th. Applications must be submitted before the deadline and late submissions will not be accepted. For any technical difficulties with submissions, please connect with us at HR@dht.org.