Executive Assistant

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to remote executive leadership. This role is responsible for managing executive workflows, coordinating critical communications, supporting compliance and reporting functions, and ensuring efficient execution of organizational priorities. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

PERFORMANCE STANDARDS

1. Perform all duties and demonstrate behaviors and attitudes consistent with the mission, vision and values of the organization.

2. Continually participate in building and maintaining positive working relationships through effective communication, performance improvement and teamwork efforts.

3. Be of good character and reputation; sufficient physical, mental, and emotional health to satisfactorily perform her or his job duties.

4. Accomplish individual and team goals and objectives established by supervisor based on performance evaluations and organizational need.

5. Comply with all guidelines regarding client rights and confidentiality.

6. Comply with documentation and training set forth by Human Resources.

EXECUTIVE SUPPORT

1. Manage executive calendars with a focus on prioritization, efficiency, and alignment with organizational goals.

2. Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up actions.

3. Serve as a key point of contact between executive leadership, staff, community partners, and collaborative agencies.

4. Support email and communication management, including drafting responses and ensuring timely follow-up.

5. Prepare reports, presentations, and correspondence that support strategic initiatives and decision-making.

6. Track action items, deadlines, and key priorities to ensure timely execution.

7. Provide back up support to Executive Support Director for Board of Directors meetings, ensuring continuity of coordination, communication and meeting execution as needed.

8. Coordinate and track organizational fundraising efforts and financial disbursement opportunities, ensuring alignment with leadership priorities and timely follow-through.

9. Support executive team purchasing processes, including purchase order entry, tracking, and coordination with finance to ensure accuracy and compliance.

10. Assist in the planning and coordination of internal and external events, including employee engagement activities, community outreach efforts, and leadership-sponsored initiatives.

11. Support coordination of cross-departmental projects and initiatives.

12. Maintain strict confidentiality while handling sensitive information with professionalism and care.

13. Provide day-to-day administrative support that enables leadership to focus on mission-driven work.

CONTRACT AND GRANT ADMINISTRATIVE OVERSIGHT

1. Coordinate and track contract and grant lifecycle activities, including submission, award management, reporting, extension requests, re-application, and closeout/termination, ensuring alignment with organizational, funding, and regulatory requirements.

2. Monitor compliance with contract and grant guidelines to ensure accountability and stewardship of resources.

3. Assist with budget tracking and coordination related to grant-funded programs and contract.

4. Coordinate the preparation, compilation, and submission of grant and contract reports.

5. Maintain accurate and organized documentation for all contracts and grants.

6. Collaborate with program, finance, and leadership teams to ensure timely and accurate reporting.

7. Track deadlines, deliverables, and renewal timelines to support continuity of services.

COMPLIANCE SUPPORT

1. Assist in coordinating and maintaining organizational policies and procedures to support consistent and high-quality care.

2. Support incident tracking, documentation, and reporting processes with accuracy and attention to detail.

3. Maintain systems to track compliance-related activities, deadlines, and corrective actions.

4. Coordinate audit preparation, including gathering documentation and supporting audit processes.

5. Track audit findings and support follow-up actions to ensure continuous improvement.

6. Help ensure organizational practices align with regulatory, contractual, and accreditation requirements.

7. Partner with leadership and teams to promote a culture of accountability, transparency, and continuous improvement.

EDUCATION

Associate’s degree required, Bachelor’s degree preferred in Business/Healthcare Administration or related field.

EXPERIENCE/QUALIFICATIONS

• 3–5 years of administrative or executive support experience preferred.
• Demonstrated experience supporting budget tracking, purchase orders, and financial coordination in a multi-department environment preferred.
• Excellent written communication and editing skills with strong organizational abilities and meticulous attention to detail.
• Demonstrated proficiency in Microsoft Office 365 and other administrative systems.
• Ability to work independently and as part of team.
• Adaptability and willingness to learn new tools and techniques.
• Strong skill set to manage several projects simultaneously, set priorities, problem solve and meet deadlines.
• Maintains a constructive working relationship between and among employees at all levels of the organization.
• Ability to work flexible/nontraditional hours, which may be required.
• Ability to travel within the Center’s service area or to other locations as needed.
• Demonstrate a commitment to continuous skill development to competently serve individuals from diverse cultures and backgrounds.

CORE COMPETENCIES

• Organization & Time Management
• Communication & Interpersonal Skills
• Financial Coordination & Stewardship
• Attention to Detail
• Initiative & Problem-Solving
• Adaptability & Multitasking
• Professionalism & Confidentiality