EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Description: Executive Assistant to the President & CEO

Position Summary

The Executive Assistant to the President & CEO provides high-level administrative and project support to the President & CEO serves as a key liaison between the Office of the President & CEO, the Board of Directors, senior leadership, employees, families, community partners, and external stakeholders.

This position is responsible for managing executive operations, coordinating Board activities, supporting organizational initiatives, and ensuring the efficient flow of information throughout the organization. The Executive Assistant is a trusted partner and is expected to maintain the highest standards of professionalism, discretion, confidentiality, and judgment in all aspects of the role. This role must exercise sound judgment, anticipate needs, and help ensure priorities and commitments are executed effectively.

Essential Duties and Responsibilities

Executive Support

• Manage and maintain the President & CEO's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize requests directed to the Office of the President & CEO.
• Prepare correspondence, reports, presentations, agendas, meeting materials, and other executive communications.
• Manage expense reports and administrative records.
• Track action items, deadlines, and follow-up activities to ensure timely completion.
• Research, prioritize, and respond appropriately to incoming issues and concerns.
• Maintain strict confidentiality regarding personnel matters, employee relations issues, legal matters, Board discussions, strategic initiatives, financial information, and other sensitive organizational information.
• Exercise discretion and sound judgment when handling confidential communications, records, and executive-level discussions.
• Maintains a high level of availability and responsiveness to support executive leadership, proactively managing priorities, addressing challenges, coordinating project activities, and ensuring timely follow-through on key initiatives.

Board of Directors Support

• Serve as the primary administrative liaison to the Board of Directors and Board Committees.
• Coordinate Board and Committee meeting schedules, logistics, and communications.
• Compile, organize, and distribute Board and Committee meeting materials.
• Prepare meeting minutes and maintain official Board records.
• Conduct follow-up activities related to Board actions and requests.
• Maintain corporate records and governance documentation in accordance with organizational requirements.

Meeting and Project Coordination

• Coordinate Leadership Team meetings, retreats, and organizational events.
• Manage meeting logistics, agendas, materials, attendance, and follow-up activities.
• Support special projects and organizational initiatives as assigned by the President & CEO.
• Prepare executive reports, presentations, and briefing materials.
• Serve as a central point of coordination between departments and external partners when needed.

Communication and Relationship Management

• Manage high-volume communications through email, phone, and other channels.
• Build and maintain positive working relationships with Board members, leadership, employees, community partners, government officials, and other stakeholders.
• Communicate professionally and effectively with individuals at all levels of the organization.
• Represent the Office of the President & CEO with professionalism, discretion, and exceptional customer service.

Administrative Operations

• Maintain organized electronic and physical filing systems.
• Ensure accurate recordkeeping and access to critical organizational information.
• Identify opportunities to improve administrative processes and operational efficiency.
• Provide front desk and reception coverage at the 111 Comstock office as needed, including greeting visitors, answering phones, receiving deliveries, and ensuring a professional and welcoming environment.
• Assist with basic office operations and administrative support needs, including opening and securing office areas, coordinating food and package deliveries, maintaining conference room readiness, and supporting day-to-day office functions.
• Serve as a resource for employees, visitors, vendors, and community partners requiring assistance at the 111 Comstock office.
• Support special events, meetings, and organizational activities by assisting with room setup, catering coordination, visitor management, and logistical needs.
• Perform other duties as assigned.

Success in This Role

The successful candidate will:

• Anticipate needs and proactively address issues before they become obstacles.
• Keep executive priorities organized, aligned, and moving forward.
• Ensure meetings, communications, and projects are coordinated efficiently.
• Maintain strong relationships with internal and external stakeholders.
• Demonstrate professionalism, discretion, and sound judgment in all interactions.
• Allow the President & CEO to remain focused on strategic priorities by effectively managing administrative and operational details.

Qualifications

Education and Experience

• Associate's degree preferred; equivalent combination of education and experience will be considered.
• Minimum of three (3) to five (5) years of administrative experience supporting senior leaders or executives.
• Experience supporting a Board of Directors or nonprofit leadership preferred.
• Experience coordinating multiple projects and priorities in a fast-paced environment.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong organizational, planning, and time-management abilities.
• Demonstrated ability to handle highly confidential and sensitive information with professionalism, discretion, and integrity.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and adapt to changing demands.
• Strong problem-solving and decision-making skills.
• Demonstrated initiative and ability to work independently.
• High degree of professionalism, diplomacy, and emotional intelligence.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong interpersonal skills and the ability to build effective working relationships.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn new technology and systems quickly.

Salary : $62,000 - $70,000