Executive Administrative Assistant

Key Responsibilities

• Executive Support and Coordination
• Manage the Executive Director’s calendar, including scheduling meetings, coordinating leadership priorities, and tracking key dates and milestones.
• Cook up agency and Council meetings, including scheduling, preparing agendas and meeting materials, and supporting follow-up actions.
• Coordinate executive travel logistics, including itinerary planning and documentation.
• Administrative and Operational Support
• Provide executive and administrative support to senior leadership and assist with special projects and assignments.
• Maintain records management systems, correspondence files, and administrative documentation.
• Support procurement and administrative processes, including purchase requests and documentation tracking.
• Maintain office administrative operations, including coordination of supplies and workspace support.
• Training, Compliance, and Reporting
• Maintain and track the agency training plan, including monitoring staff training requirements and compliance records.
• Support administrative processes related to records management and FOIA coordination.
• Prepare monthly status reports and track administrative action items for leadership review.

Required Skills/Experience

• Minimum two (2) years of experience supporting an executive, including managing complex scheduling with internal and external participants, coordinating travel arrangements, and handling daily administrative tasks.
• Experience supporting executive meetings and events, including agenda preparation, meeting materials, and logistical coordination.
• Strong organizational and administrative management skills with the ability to prioritize multiple assignments and meet deadlines.
• Excellent oral and written communication skills for effectively exchanging information and conveying ideas and concepts to a variety of stakeholders.
• Proven experience in file/records management, specifically organizing and filing relevant documents for the supported executive.
• Proficient in using a personal computer and business software, with demonstrated experience in GSuite (Google) and standard office productivity tools.
• Experience with staffing, developing, routing, and verifying correct information, particularly related to travel.
• Demonstrated ability and willingness to receive training and direction.
• Capable of reading and interpreting general procedural guidelines.
• Ability to exercise sound judgment, initiative, diplomacy, and discretion while maintaining confidentiality.
• Ability to collaborate with multidisciplinary teams in high-tempo environments.
• Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or a related discipline (required).