Executive Assistant

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to the CEO and COO which includes but is not limited to: calendar management, managing travel arrangements, and preparing meeting agendas. The Executive Assistant will also serve as a key liaison between internal staff and their HR Partner. This role ensures efficient executive operations, supports board governance, coordinates staff onboarding and engagement at the branch level, maintains accurate employee records, and assists with compliance tracking. The Executive Assistant strengthens workplace culture, streamlines leadership priorities, and ensures alignment with our client's mission and values.

ESSENTIAL FUNCTIONS:

Executive & Administrative Support

1. Schedule and manage the CEO’s calendar for all meetings, travel, and events; ensure proactive prep, briefing materials, and timely follow-ups.
2. Manage COO calendar and coordinate cross-leadership scheduling and priorities as needed.
3. Prepare agendas, reports, presentations, and materials for Board, leadership and committee meetings.
4. Coordinate executive travel, logistics, and special projects.
5. Track and follow up on strategic initiatives and action items for the CEO and COO.
6. Maintain confidentiality and exercise discretion in sensitive matters.

Board Support

1. Coordinate Board of Directors and committee meetings, including scheduling, logistics, and preparation of meeting packets.
2. Record and distribute accurate meeting minutes in a timely manner.
3. Assist with planning and execution of board events, retreats, and recognition activities.
4. Support communication between Board members and executive leadership as needed.

People Operations (in partnership with Association HR)

1. Employee Records & Compliance: Maintain accurate local employee files, certifications (CPR/FA, work permits), and compliance documentation in collaboration with HR Partner.
2. Onboarding & Offboarding Support: Coordinate job postings, interviews, branch-level orientations, and new hire logistics (accounts, memberships, keys, name tags, business cards) while ensuring smooth communication with HR Partner.
3. Payroll Support: Assist managers with timecard submissions, overtime/meal penalty reporting, and ensure accuracy of branch payroll in partnership with HR Partner.
4. Staff Engagement & Recognition: Organize employee recognition (birthdays, anniversaries, outings) and cultural initiatives (Heritage Months, Day of Service, our client's events).
5. Training & Development Logistics: Coordinate safety training, certifications, and professional development schedules.
6. HR Communication: Act as the branch point of contact for HR-related updates, ensuring staff questions are connected promptly to the HR Partner.

Organizational Support

1. Coordinate all-staff meetings, leadership retreats, and branch-wide initiatives.
2. Assist with cross-departmental projects and special events led by CEO/COO.
3. Support planning and logistics for community and employee engagement events (e.g., 4th of July Parade, CBB Memorial Day Camp).
4. Ensure smooth internal communications and alignment with our client's brand and culture.

OUR CLIENT LEADERSHIP COMPETENCIES:

• Mission Advancement: Models our client's values and fosters community impact.
• Collaboration: Builds authentic relationships and promotes team effectiveness.
• Operational Effectiveness: Executes with attention to detail, prioritization, and follow-through.
• Personal Growth: Demonstrates adaptability, continuous learning, and resilience.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, HR, or related field (or equivalent experience).
• 3–5 years of experience providing C-suite support, HR coordination, OR nonprofit administration.
• Strong organizational and communication skills with ability to manage multiple priorities.
• High level of integrity, discretion, and professionalism.
• Commitment to the our client's mission and values.

EXPECTED OUTCOMES:

• Executive Leadership Support: CEO and COO calendars are managed proactively with meetings, events, and priorities scheduled efficiently; executive materials are prepared on time and at a high standard.
• Board Governance: Board and committee meetings are well-coordinated, with agendas and packets distributed in advance, accurate minutes recorded, and events executed smoothly.
• HR & People Operations Coordination: Employee files and certifications remain accurate and up to date; onboarding processes are seamless; payroll submissions are timely and accurate in partnership with the HR Partner.
• Staff Engagement & Culture: Employee recognition and engagement activities are consistently delivered, fostering a positive and inclusive workplace aligned with our client's mission and values.
• Compliance & Safety: Branch maintains strong compliance with employment requirements and certifications; monthly safety training and micro-learnings are coordinated effectively.
• Organizational Efficiency: Staff meetings, retreats, and community events are executed with attention to detail, supporting smooth operations and strong staff participation.
• Communication & Alignment: Clear, timely communication flows between executives, staff, the Board, and the Association HR Partner to ensure alignment and effective collaboration.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee is frequently required to sit and reach and must be able to move around the work environment.
• Have sufficient strength, agility, and mobility to perform the essential functions and program activities. The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate.