Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: St. Louis

Job Type: Full-Time, Hybrid schedule

Work Arrangement: Regular on-site presence is required and critical to the daily functions of the office and daily support; however, remote work is feasible at times and varies based on the current needs as it relates to meetings, events and operational priorities.

This position reports to the Chief Executive Officer, with fractional support also provided to the Chief Operating Officer and Chief Administrative Officer.

Job Summary: The Executive Administrative Assistant will provide high-level administrative support to the Chief Executive Officer, the Chief Operating Officer, and the Chief Administrative Officer as a strategic partner to leadership, enabling executives to focus on core responsibilities by managing operational and administrative tasks. This role directly contributes to organizational efficiency, effective communication, and the achievement of strategic goals. This role requires exceptional organizational skills, attention to detail, professionalism, and the ability to handle sensitive information with discretion.

For this role we are seeking a highly motivated individual who is able to complete quality work, applies feedback to improve performance, anticipates problems and solutions, strong communication skills, both verbal and written, and exhibits good listening skills and positive outlook, takes initiative, collaborates well with all people, is dependable and trustworthy. The ideal candidate to join our team will be highly motivated to contribute to the work we do, will be proactive, dependable, detail oriented, and able to anticipate the needs to ensure operations run smoothly.

Key Responsibilities:

• Manage and maintain executives’ schedules, including appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential information with integrity and discretion.
• Act as a liaison between executives and internal/external stakeholders.
• Assist with special projects and initiatives as needed.
• Perform general office duties, such as ordering supplies and managing office operations.
• Make travel arrangements.
• Manage large meal orders for meetings and coordination with various participants.
• Attend Board of Director’s and designated committee meetings as requested, prepare meeting materials, record minutes, and maintain appropriate Board documentation.
• Process and track expense reports, invoices, and purchase orders to ensure accurate financial reconciliation.
• Maintain organized filing systems for both paper and electronic documents, ensuring confidentiality and accessibility.
• Track executive assignments, deadlines, decisions, and follow-up items to support timely completion and accountability.

Essential Functions:

The essential functions of this position include the ability to effectively communicate verbally and in writing; organize and prioritize multiple assignments; operate standard office equipment and computer systems; attend and participate in meetings; maintain confidential information; prepare accurate documents and meeting minutes; and travel locally as needed to support organizational activities. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Every Child's Hope is committed to fair and equitable employment practices and provides equal employment opportunities for qualified individuals. ECH does not discriminate on the basis of any characteristics protected by applicable federal, state, or local law. Reasonable accommodation will be provided to qualified individuals with disabilities in accordance with applicable law.

Qualifications:

A bachelor’s degree in business administration or a related field is preferred.

• Experience as an Executive Administrative Assistant or in a similar role for at least three years.
• Experience in providing office management, office administration, and executive support
• Must have a valid driver’s license & a reliable vehicle.

Why Work with Us?

Every Child's Hope is committed to creating a supportive and nurturing environment for both its staff and the families it serves. We understand that well-trained and dedicated staff are crucial to helping children and families on their journey to healing and recovery. As a Foster Care Case Manager, you will have the opportunity to be a part of this transformative mission and contribute to making a lasting impact in the lives of vulnerable children.

Every Child's Hope is an equal opportunity employer, and we welcome applicants from diverse backgrounds, so don't miss this chance to be a beacon of hope in a child's life!

Job Type: Full-time

Pay: $53 000 -$63 000

Benefits:

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

Schedule:

• 8 hour shift

Competencies:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Continuous learning as a professional within the field
• High level of customer service delivery both internally and externally.
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
• Maintain and implement a project management system as it relates to projects, strategic planning and organizational objectives to ensure alignment across the agency and executive leaders.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail, proofreading, and finalizing projects.
• Interpersonal skills with the ability to work alongside various people in a positive manner.
• Demonstrates commitment to ECH’s mission and the children, youth, families, and communities we serve, including sensitivity and respect for diverse cultural, socioeconomic, individual, and family backgrounds.
• Collaboration and ability to work across various departments and programs seamlessly.
• Manage competing priorities and requests on behalf of executive leadership, exercising sound judgment regarding urgency, confidentiality, scheduling, and appropriate follow-up.