Job Details

Position Summary: The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinates meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.

Essential Duties and Responsibilities:

• Executive Support:

• Provide high-level administrative support to the senior leadership team.
• Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
• Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
• Prepare and proofread correspondence, reports, presentations, and other documents as requested.

• Meeting and Event Coordination:

• Coordinate and schedule internal and external meetings, including logistics.
• Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
• Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.

• Document and Information Management:

• Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
• Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
• Assist in the preparation and distribution of leadership materials, reports, and other important documents.

• Administrative Support:

• Provide general administrative support to various departments and teams within as needed.
• Process and track expense reports and invoices, ensuring accuracy and compliance with financial policies.
• Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
• Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
• Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
• Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions.
• Performs other duties as assigned.

• Bachelor's degree preferred
• 7 years of "C" Suite experience
• Exceptional organizational and written communication skills and exacting attention to detail
• Strong technology skills with proficiency in Microsoft Office, particularly Outlook, as well as Teams, Word, and Excel
• Providing support in a corporation and/or Non-Profit Organization preferred