EXECUTIVE ASSISTANT

Position Summary/Objective:

The Executive Administrative Assistant supports Administration by providing high-level, confidential administrative assistance to the Director of Operations and the Director of Communications. This role plays a vital part in ensuring the seamless daily operations of the executive office by managing complex schedules, coordinating logistics, preparing communications and reports, and supporting leadership initiatives.

The Executive Administrative Assistant will operate independently to manage assignments with competing priorities and screen communications from external and internal sources. The ideal candidate will be friendly, professional, positive, and highly organized, with strong problem-solving skills and the flexibility to adapt to evolving responsibilities. Occasional availability during evenings and weekends may be required to support key organizational events or executive needs.

Essential Functions:

• Proactively manage executive's calendars and schedule meetings, appointments, and events with meticulous attention to detail.
• Prepare Board and Committee agendas and coordinate collection of necessary documents via Microsoft Teams Planner and in Board Effect.
• Coordinate logistics for meetings, seminars, and benefits-related events, including vendor communications, scheduling, reminders, and catering arrangements.
• Draft and prepare professional-quality presentations, reports, memos, communications, flyers, meeting minutes, and other documents.
• Participate in special projects as needed through research, presentation support, and follow-up.
• Review and proofread internal and external communications for clarity, grammar, and accuracy.
• Track task deadlines and project timelines; proactively follow up and provide reminders to ensure timeliness and accountability.
• Organize and maintain electronic and physical files, ensuring document retrieval and distribution.
• Manage office supply inventory.
• Coordinate building or office service needs in collaboration with leadership and facilities staff to maintain a professional work environment.
• Perform occasional offsite errands for events, meetings, and related activities.
• Handle withdrawal liability calculations, prepare documents for approval, send to relevant parties, and notify stakeholders as needed.
• Perform other duties as assigned.

Length of Experience and Education

Associate’s degree or three to five years of administrative staff support experience; bachelor’s degree is a plus.

Specialized Skills/Technical Knowledge

Proficient in Microsoft Word, Excel, PowerPoint, Teams, and Outlook for document creation, project tracking, and presentation development. Board Effect, project management software, and graphic design tools are a plus.