Executive Administration Supervisor (Executive Assistant)

General Summary

Oversees the daily workflow, staffing coverage, and service delivery of the executive office. Leads the Executive Assistant/Reception team, ensuring seamless executive scheduling, communications, meeting and travel coordination, document preparation, data/report processing, and front office operations. Reports to the assigned Executive Leadership and provides direct supervision to the Executive Assistant and Reception staff.

Principal Job Functions

• Commits to the mission, vision, beliefs, and consistently demonstrates our core values.
• Responsible for hiring, training, supervising, coaching, mentoring, retaining, and evaluating staff. Conducts annual performance evaluations and provides routine feedback to employees.
• Sets staff workload requirements respecting changes in priorities in daily operations.
• Serves as a key liaison between executive leadership and the executive assistants.
• Provides assistance to staff when needed to ensure customer needs are met; communicates and consistently maintains a professional work atmosphere.
• Handles sensitive issues with discretion using sound judgement, diplomacy, and escalation when necessary.
• Covers staff work schedules to ensure proper coverage is provided.
• Schedules, modifies, and communicates Executives' appointments; responds to telephone callers and provides information regarding Executives' schedule, project progress, or related activities.
• Frequently reviews the executive's appointments and proactively works to create a "smooth" schedule for the executive in accordance with pre-established guidelines, priorities, and directives.
• Involves working actively with other assistants and management throughout the organization and outside the organization.
• Identifies inconsistencies in following procedures; identifies problems and training issues that need to be corrected; intervenes and problem-solves these situations.
• Greets incoming visitors, ascertains the nature of business, and conducts visitors to the appropriate person or provides assistance as appropriate; takes complete and accurate messages and relays messages to appropriate personnel in a timely manner.
• Sorts and routes incoming mail; transcribes, edits, composes, types, reproduces, and distributes correspondence, reports, memoranda, and minutes.
• Schedules, modifies, and communicates Executives' appointments; responds to telephone callers and provides information regarding Executives' schedule, project progress, or related activities.
• Prepares meeting agendas for Board of Trustees and committee meetings and coordinates and completes the mailing of board meeting packets.
• Maintains Executive appointment calendar; coordinates travel schedule and arrangements; schedules all aspects of meetings, including other management staff schedules, rooms, and catering requests.
• Develops and modifies PowerPoint and other relevant documents for administrative use.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report mechanisms.
• Directs preparation of records, such as notices, minutes, and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• Compiles/processes/distributes statistical and financial data/reports.
• Collects, compiles, and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks, and coordinate final report