Executive Assistant

Responsibilities

• Serve as a strategic administrative partner to the executive team, ensuring effective prioritization of time, initiatives, and organizational commitments.
• Manage and prioritize meetings, requests, and communications for the CEO and Executive Team to support organizational alignment.
• Manage executive team calendars, appointments, and meetings, ensuring efficient time management.
• Represent the organization in a manner that is consistent with its values and culture both internally and externally, demonstrating integrity, professionalism, and discretion in all interactions and communications.
• Manage complaints, legal notices, and other critical communications—whether by phone, email, or letter—and route them to the appropriate party with clear, timely follow-through.
• Oversee executive communications by triaging email, phone calls, and other inquiries to appropriate parties to prioritize and ensure timely follow up and response.
• Cover executive travel arrangements, including flights, accommodations, itineraries, and manage expense reimbursement and documentation.
• Prepare, draft, and distribute correspondence, memoranda, reports, and other business communications. Facilitate the preparation of presentations, documents, and spreadsheets.
• Maintain internal and external facing filing systems, both electronic and physical, ensuring accuracy, access control and organization.
• Attend Management Team, Board and Committee meetings to take notes, follow up on action items, and record minutes where applicable.
• Manage lifecycle for official company documents, including proofing, obtaining approval/signature, and notarizing as required while ensuring the document retention policies are adhered to.
• Research, gather, and compile data as requested by executives.
• Provide administrative support to other departments as needed.
• Oversee the front desk, provide general administrative support, answer phones, greet and provide support to clients, vendors, residents and prospective residents, and employees with administrative requests.

Board Responsibilities

• Prepare and maintain the annual board and committee planning calendars.
• Support the executive team in planning for movement of work through the committees.
• Establish and schedule in-person and virtual meetings. For all meetings, affirmatively confirm attendance to confirm quorum, facilitate and record virtual decisions/votes.
• Prepare first draft of agenda and minutes, working with staff liaison to complete and distribute.
• Manage document retention according to policy.
• Cook up content and compilation of framework for board materials from management team, and others with clear deadlines.
• Maintain distribution lists, board portal, and control access to corresponding documentation.
• Follow-up on approval documents requiring signatures.

Required Qualifications

• A high school diploma or equivalent.
• At least five years of Executive Administrative support to C-Suite and Board experience required.
• Notary Public certification required or ability to obtain within 30 days of hire.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to prioritize tasks and to delegate when appropriate.
• Basic understanding of how to operate standard business equipment.
• Extremely proficient with Microsoft Office Suite or related software.

Preferred Requirements

• Bachelor’s degree in business administration or related field.
• Ability to successfully manage multiple projects.
• Excellent interpersonal, organization, and communication skills.
• Not-for-profit experience.

Physical Requirements

• Ability to sit or stand for extended periods of time.
• Ability to type data into a computer.
• Ability to lift up to 20 pounds.

Other Requirements

• Hybrid work environment, in office days are Tuesdays & Wednesdays.
• This role will coordinate with the Office Manager and Administrative Assistants on an in-office schedule M-F.
• This position requires the flexibility to work beyond normal business hours as needed to fulfill the responsibilities of the role.