Executive Administrative Assistant

RISE is a nonprofit organization that was established in 1980 as Aid To The Developmentally Disabled (ADD) by family members who were concerned about the physical and emotional decline of patients compelled to live in crowded institutions.

These family members believed that appropriate treatment and training in a warm, sheltered, homelike environment would enhance their physical and emotional growth. With the support, funding and licensing of New York State’s Office of People With Developmental Disabilities (OPWDD) and the Office of Mental Health (OMH), ADD came to life.

We are currently seeking an Executive Administrative Assistant to work in our administrative offices based in Riverhead.

Executive Administrative Assistant

Reports To: Chief Executive Officer (CEO)
Location: Main Office (901East Man Street, Riverhead, NY)
Status: Full-time, Non-Exempt (Monday thru Friday 8a-430p)

Position Overview

The Executive Administrative Assistant provides high-level administrative support to the CEO and Leadership Team, ensuring efficient operation of the executive office. This position also oversees front desk operations to maintain a professional, welcoming, and organized environment for staff, visitors, and stakeholders. The ideal candidate will be proactive, detail-oriented, and able to manage multiple priorities in a fast-paced nonprofit setting while maintaining confidentiality and professionalism.

Key Responsibilities

Executive Support

• Serve as the primary point of contact for the CEO, managing calendars, appointments, and correspondence.
• Prepare and edit internal and external communications, including reports, presentations, and board materials.
• Coordinate executive meetings, take minutes, and track follow-up actions.
• Assist with board and committee logistics, including meeting scheduling, documentation, and communication.
• Handle confidential information with discretion and professionalism.
• Support organizational planning and project tracking for executive initiatives.

Front Desk Oversight

• Ensure a positive visitor experience.
• Oversee reception operations, including greeting visitors, answering phones, and managing inquiries.
• Develop and maintain front desk procedures and communication standards.
• Ensure lobby/reception areas are clean, organized, and aligned with agency branding.
• Manage incoming and outgoing mail, deliveries, and administrative supplies.

Administrative Coordination

• Manage agency-wide scheduling of conference rooms, appointments, and agency-wide communications.
• Support HR or facilities functions as assigned (e.g., onboarding setup, access badges, or maintenance requests).
• Assist with inventory and supply management for the main office and break room, ensuring adequate stock levels
• Manage the receipt and distribution of checks and payments from various departments, maintaining accurate logs and ensuring timely coordination with the Accounting Department.
• Assist in the coordination of agency events and executive outreach efforts.
• Maintain accurate records, filing systems, and databases.

Qualifications

• Associate’s or bachelor’s degree in business administration, Communications, or related field preferred.
• Minimum of 3 years’ experience in administrative or executive support; nonprofit experience a plus.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Professional demeanor, confidentiality, and ability to interact effectively with diverse stakeholders.
• Supervisory or team lead experience preferred.

Physical & Environmental Requirements

• Ability to sit or stand for extended periods.
• Regular interaction with staff, clients, and external partners in person and via phone/email.
• Occasional lifting of up to 25 lbs.

Personal Attributes

• Mission-driven with a passion for supporting individuals with disabilities and mental health needs.
• Professional, polished, and approachable demeanor.
• Demonstrated integrity, accountability, and follow-through.
• Flexible, resourceful, and team-oriented with a collaborative mindset.

Compensation & Benefits

• Starting salary: $60,000 annually
• Health, dental, and vision insurance
• Paid time off, sick leave, and holidays
• Retirement plan options
• Professional development and training opportunities

For more information on this position and Rise Life Services please visit our website at riselifeservices.org EOE

Job Type: Full-time

Pay: $59,999.00 - $60,000.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• executive support: 3 years (Required)
• Microsoft Office: 1 year (Required)
• supervising: 1 year (Preferred)

Work Location: In person

Salary : $59,999 - $60,000