Executive Administrative Assistant I

PRIMARY PURPOSE OF JOB:

The Executive Administrative Assistant I plays a crucial role within the organization by ensuring that daily operations run smoothly and efficiently.  This position is vital for supporting various departments and executive leadership helping to organize data and information and meet operational goals. The Executive Administrative Assistant I will assist in managing operational workflows, assist with project management, organizing meetings and maintaining calendars, organizing and maintaining digital and paper records, facilitating internal communications and supporting the coordination of various vendor services.  

This description may not include all duties, knowledge, skills, or abilities associated with this position. 

ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS: 

• Manage and maintain operational schedules, calendars, meeting logistics and special projects for executive leadership and project teams.
• Coordinate meetings, appointments, and travel arrangements for the executive team.
• Attend meetings as requested, prepare agendas, take meeting minutes, and prepare documents, presentation materials and other meeting materials and necessities.
• Perform data entry and support the maintenance of various databases related to operations.
• Will run technology for meetings, as requested.
• Support operational process improvement initiatives by gathering data and identifying bottlenecks and suggesting solutions.
• Prepare, proofread and distribute reports and operational documentation.
• Track data to include operational scorecards for all programs, data related to projects, reports and agency plans. Responsible for developing engaging and appealing quality metrics reports using both narrative and graphic styles.
• Assist with development, organization and implementation of projects as requested including coordinating cross-departmental projects.
• Monitor track and update project deadlines and provide reminders to leadership.
• Assist in development of grant proposals, grant update reports and the tracking of deliverables of grants.
• Maintain organization of digital and physical filing systems for easy access to critical information.
• Coordinate vendor communications, prepare and submit purchase orders, and inventory and order supplies with executive level approval and as requested.
• Work closely with and cross train with the Executive Administrative Assistant II, assuming functions of that role as a backup when needed or as assigned.
• Support the Employee Appreciation Committee, acting as liaison between the committee and the executive team as well as actively participating and providing hands-on support during employee functions including quarterly all-staff meetings, Employee Appreciation Day, and other like events.
• Assist with strategic planning meetings, documentation and process.
• Available to attend Abilities First Board meetings, after hour functions or other off-site meetings and functions as requested.
• Provide backup support to reception, covering front desk duties, as requested.
• Perform other related work as assigned by members of executive team.

LEADERSHIP, ETHICS, AND PROFESSIONAL CONDUCT: 

• Abilities First employees are expected to model exemplary leadership at all times. This includes representing the agency in a positive, respectful, and professional manner through words, actions, and expressions. Employees are expected to communicate concerns, challenges, and differing perspectives through the established chain of command, using constructive, solution-focused, and professional language rather than judgmental or disparaging commentary. Abilities First expect staff to observe the highest ethical standards, maintain professional conduct above reproach and demonstrate unwavering integrity in all internal and external interactions. 

WORK ENVIRONMENT: 

• The work environment described here is representative of those an employee encounters while performing the essential duties and responsibilities of this job. The work environment is fast-paced and result-oriented, which presents multiple demands with frequent interruptions, constantly shifting schedules and priorities and simultaneous deadlines requiring the employee to be flexible, organized and cooperative. This position has access to confidential information. This requires the employee to maintain a high level of knowledge in confidentiality, agency policy and procedure, and applicable laws. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to make independent decisions regarding office management and issues that if not immediately addressed would impede the function of the organization.
• Ability to coordinate and obtain various resources.
• Highly organized and detail oriented.
• Quick and eager learner who is self-directed and able to work independently with minimal supervision.
• Ability to identify and resolve problems in a timely manner by gathering and analyzing information skillfully, developing alternative solutions, working well with others to implement solutions, and using reason while dealing with emotional topics.
• Experienced in multitasking (juggle assignments from several simultaneous projects).
• Excellent communication skills both verbally and in writing.
• Ability to manage crises quickly and effectively.
• Ability to identify potential abuse and neglect situation and follow protocol according to all applicable regulatory requirements.
• Ability to establish effective working relationships with co-workers and the public.
• Demonstrates a professional work ethic.

CORE COMPETENCIES: 

Core competencies align with the Abilities First Core Values – OATH 

One Team One Mission 

• Contributing to Team Success – Actively participating as a member of a team to move the team toward the completion of goals. 
• Engagement Readiness – Demonstrating a willingness to commit to one’s work and to invest one’s time, talent and best efforts in accomplishing organizational goals. 

Accountable, respectful service 

• Continuous Improvement – Originating action to improve existing conditions and processes, identifying improvements opportunities, generating ideas, and implementing solutions. 
• Quality Orientation – Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.  
• Technical/Professional Knowledge and Skills – Having achieved a satisfactory level of technical and professional skill or knowledge in position-related area, keeping up with current developments and trends in area of expertise. 

Transparent stewardship 

• Decision Making – Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences. 
• Planning and Organizing – Establishing courses of action for self and others to ensure that work is completed effectively. 

Hold the rope 

• Adaptability – Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.   
• Leadership Disposition – Demonstrating the traits, inclinations, and dispositions that characterize successful leaders; exhibiting behavior styles that meet the demands of the leader role. 

EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: 

• Requires High School diploma or equivalent, associate or bachelor’s degree preferred.
• Requires a minimum of 3 years of experience as an Executive Assistant.
• Requires excellent verbal and written communication skills, organizational skills, and interpersonal skills.
• Extensive knowledge of operations of office equipment and computer software, including but not limited to MS Office Suite including Excel, Teams and SharePoint.
• Experience with graphic design tools and platforms is highly desired.

ADDITIONAL REQUIREMENTS:

• Must have a valid Missouri driver’s license, reliable transportation, acceptable driving record, and auto liability insurance that meet the requirements set by Abilities First.
• Must be able to drive for work-related assignments. 
• Overnight travel may be required occasionally.
• Must be able to pass a background screening.  

PHYSICAL CONTEXT AND WORK ENVIRONMENT:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job duties.

The statements herein are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities, duties, and skills required of personnel so classified.  Also, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Created: 07.15.2026