Executive Administrative Assistant

Job Details

Title: Executive Office Administrator

Employment type: Full-time

Work setting: In-person

Pay: $30.00 per hour

Benefits:

• Health insurance
• 401(k) matching
• Paid time off
• Vision insurance
• Life insurance
• Employee assistance program

Reporting directly to the President & CEO and the Chief Administrative Officer, the Executive Office Administrator assists with day‑to‑day operations of the affiliate office. The role involves supporting leadership, serving as Board liaison, and maintaining a high level of organizational efficiency and confidentiality.

• Complete a wide variety of administrative tasks for the President & CEO, including managing an active calendar, completing expense reports, and arranging travel.
• Support internal and external communications for all departments by responding to emails, mail inquiries, and other correspondence.
• Maintain a quality filing and communication system, including contact management, document management, and archiving.
• Conduct research and prepare reports, presentations, and other documents for meetings and events.
• Assist with special projects to support members of the Leadership Team.
• Serve as a liaison to the Board of Directors and affiliated committees.
• Manage Board logistics, documents, and records while maintaining discretion and confidentiality.
• Prepare, facilitate, and record Board meetings.
• Adhere to applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic or paper format.

• Maintain and manage an office that is professional and inviting.
• Manage office space scheduling and usage.
• Serve as point person for facilities maintenance, mailing, shipping, and purchasing requests.
• Greet and assist guests, vendors, and clients.
• Work with the Chief Administrative Officer to maintain clear and consistent front‑facing messaging, particularly signage and communication with external contacts.
• Coordinate the agenda and logistics of all‑staff meetings and off‑site staff events.
• Record notes at all‑staff meetings and provide a recap.
• Assist with incoming mail processing.
• Adhere to office budget and maintain records of office expenses.
• Coordinate the use of shared resources, including the purchasing of supplies.
• Coordinate services and vendors to maintain a clean and functional office space.
• Answer telephone calls and emails from clients and vendors and direct them to relevant staff.
• Assist with compliance of records retention regulations and report on destruction schedules.
• Provide staff support, including keeping staff up‑to‑date with latest organizational developments.
• Collaborate with HR to manage employee records, attendance, and vacation schedules.
• Create signage, digital and print collateral for the office.

• Proven experience successfully performing the essential responsibilities and expectations of this position in a team‑oriented and collaborative environment.
• Excellent organizational, time‑management, and prioritization skills.
• Very strong written and verbal communication skills; capable of interacting with individuals internally and externally.
• Highly organized, ability to multi‑task, meet deadlines, and flexible to adapt to changing work demands.
• Strong problem‑solving skills with ability to multitask in a fast‑paced environment.
• Must have excellent PC knowledge – Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Adobe Acrobat Pro, Adobe CC, and Word Press.
• Positive attitude and exceptional interpersonal skills, coupled with a customer‑service–oriented approach.
• Must be able to pass a background check.

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