Executive Administrative Assistant

Provides high-level administrative and operational support to the President & CEO and Chief Operating Officer. This role serves as a strategic partner to executive leadership ensuring alignment of priorities, coordination across the leadership team, and effective agency-wide communication.

Responsibilities

• Executive & Leadership Support
  • Manage complex calendars for the CEO and COO
  • Coordinate leadership meetings and priorities
  • Prepare reports, presentations, and correspondence
  • Coordinate travel, expenses, and logistics
• Leadership Team Coordination
  • Attend Senior Leadership meetings and record minutes
  • Follow up with members of the Senior Leadership team to obtain signatures when necessary
  • Track key initiatives and action items
  • Facilitate cross-functional communication across divisions and departments
  • Work with leadership on special projects
• Agency-Wide Communication
  • Manage communication flow from leadership to staff
  • Draft organizational updates and announcements
  • Ensure consistent messaging across the agency
• Board and Governance Support
  • Serve as liaison to the Board of Directors
  • Prepare agendas, materials, and minutes
  • Coordinate Board and committee meetings
• Project & Administrative Management
  • Track executive and agency-wide projects
  • Maintain confidential records
  • Support events and leadership initiatives
  • Run regular reports for analysis purposes
  • Compose letters, reports, RFRs, and other materials to produce finished work ready for distribution within prescribed deadlines
  • Assist Director of Operations with the maintenance of copiers/printers by ordering toner, scheduling maintenance calls, and troubleshooting machine errors when possible
• Miscellaneous
  • Engage in continuous learning and development
  • Attend various workshops and training designed to enhance skills in areas such as supervision and computer competency
  • Perform various other administrative duties
  • Act as backup receptionist when needed
  • Respond to inquiries from employees, outside agencies, and clients
  • Maintain a safe workplace environment by identifying and addressing any safety hazards/issues, reporting all employee accidents to Human Resources and consumer accidents to supervisors, and following established safety policies and procedures
  • Perform other similar or related duties as directed

Requirements

• Three years of administrative experience required
• Bachelor’s degree preferred
• Strong verbal and written communication skills
• Must possess and demonstrate excellent computer skills and be capable of working independently in Microsoft 365
• Demonstrated ability to take initiative and exercise independent judgment
• Ability to research and evaluate data and develop sound conclusions and recommendations
• Visual acuity to written and computer screen data, attention to detail, and manual coordination and dexterity in the operation of office equipment
• Ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Must possess qualities such as professionalism, decorum, ability to maintain confidentiality, and use discretion

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability

Pay

$22 - $24 per hour

Schedule

Full-time, 40 hours per week, Mon - Fri 9am - 5pm