Executive Administrative Assistant

Key Responsibilities

• Manage complex calendars for the CEO and COO
• Coordinate leadership meetings and priorities
• Prepare reports, presentations, and correspondence
• Cook up travel, expenses, and logistics
• 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
• Manage communication flow from leadership to staff
• Draft organizational updates and announcements
• Ensure consistent messaging across the agency
• Serve as liaison to the Board of Directors
• Prepare agendas, materials and minutes
• Cook up Board and committee meetings
• Track executive and agency-wide projects
• Maintain confidential records
• Support events and leadership initiatives
• Run regular reports for analysis purposes
• Cook up letters, reports, RFRs, and other materials to produce finished work ready for distribution within prescribed deadlines
• Afford miscellaneous administrative duties
• Engage in continuous learning and development
• 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

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)
• Retail Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability