What are the responsibilities and job description for the Executive Administrative Assistant position at K.E.L.L.Y. Youth Services, Inc.?
Description
Company Overview:
K.E.L.L.Y. Youth Services, Inc. also known as KYS is an Ohio 501(c) (3) non-profit corporation operating group homes in Hamilton County, Ohio. KYS facilities range from 4-12 beds. We specialize in 24-hour private non-custodial group homes and independent living programs that foster and empower living and learning for youth aged 9 to 21 years old. Our residential setting programs develop individuals from substitute care to independently living responsible adults.
POSITION TYPE: Administrative – Full Time Exempt
DESCRIPTION: The Executive Administrative Assistant serves as the primary administrative support professional to the KYS Administrator and provides secondary support to the Chief Executive Officer (CEO), Program Director, and Human Resources Department.
REPORTS TO: Agency Administrator
Duties and Responsibilities:
Primary Administrator Support (60-70%)
- Manage the Administrator's calendar, meetings, appointments, and travel arrangements.
- Screen calls, emails, and correspondence on behalf of the Administrator.
- Prepare reports, presentations, spreadsheets, and executive correspondence.
- Coordinate special projects and strategic initiatives.
- Maintain confidential records and organizational documents.
- Prepare meeting agendas, minutes, and track follow-up action items.
- Assist with board meeting preparation and related documentation.
- Monitor deadlines and provide reminders regarding critical projects and compliance requirements.
- Organize files, records, and document management systems.
- Serve as the Administrator's liaison with department managers, staff, vendors, and community partners.
Executive Leadership Support (15-20%)
- Provide administrative support to the CEO and Program Director as assigned.
- Coordinate leadership meetings and executive communications.
- Prepare organizational reports and supporting documents.
- Assist with meeting logistics and event planning.
Human Resources Support (10-15%)
- Assist with recruiting, interview scheduling, and onboarding.
- Maintain personnel files and training records.
- Monitor employee credential and training expiration dates.
- Assist with orientation and employee communications.
- Support annual performance review processes.
- Maintain confidentiality of personnel information.
Compliance & Administrative Support (10-15%)
- Assist with licensing, accreditation, and audit preparation.
- Maintain compliance documentation and administrative records.
- Support grant documentation and reporting requirements.
- Track recurring deadlines and reporting schedules.
- Assist with policy and procedure distribution and updates.
Education and Experience
- Bachelor’s degree in Business Administrator, Office Administration, HR, or related field preferred.
- Three years of executive administrative experience required.
- Experience in nonprofit, healthcare, social services, or behavioral health settings preferred.
- Knowledgeable in Intuit QuickBooks.
- Advanced Microsoft 365 proficiency required.
Requirements
- Exceptional organizational and multitasking skills.
- Advanced proficiency in Microsoft Outlook, Word, Excel, Teams, and SharePoint.
- Strong professional writing and communication skills.
- Ability to handle confidential information with discretion.
- Excellent judgment, problem-solving, and initiative.
- Ability to prioritize multiple competing demands.
- Strong interpersonal and customer service skills.
- Ability to work independently with minimal supervision.