Executive Assisitant

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative assistance to the CEO and senior leadership, including calendar management, meeting scheduling, agenda preparation, and minute documentation.

• Draft, edit, and distribute executive correspondence, board communications, and organizational announcements.

• Maintain confidentiality of sensitive information and exercise sound judgment in handling internal and external communications.

• Assist in the preparation of leadership dashboards, reports, and presentation materials for strategic and board meetings.

• Track action items and ensure timely follow-up across leadership initiatives and governance priorities.

Governance and Board Relations

• Coordinate all aspects of Governing Board and committee meetings, including scheduling, agenda packets, minutes, and document archiving.

• Maintain compliance with board bylaws and corporate policies.

• Assist in the preparation of leadership retreat and board development materials, ensuring alignment with mission and strategic goals.

• Support the CEO in governance communications and follow up with board members and external partners.

Technology, Data, and Systems Support

• Support and assist in advancing technology systems, optimizing applications, and shared document platforms. Ex.) Microsoft 365, UKG, Sara

• Create and format dashboards, reports, and presentations using Excel, Power BI, or equivalent tools.

• Maintain accurate digital filing and workflow systems for improved administrative efficiency and compliance documentation.

• Support the implementation of process improvement projects that streamline communication, document management, and reporting.

Marketing, Communications, and Development

• Collaborate with the Development & Mission Advancement team on donor communications, event coordination, and community engagement materials.

• Complete with marketing content such as newsletters, social media updates, and website postings that highlight Stonehill’s programs and achievements.

• Coordinate logistics for special events, board appreciation, and community outreach efforts that advance Stonehill’s mission and philanthropic goals.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Must be well organized and have an abiding concern for others, resourceful and proactive when issues arise

• Professional attitude and appearance

• Effective communication and interpersonal skills are needed for this position.

• Multitasking, time-management, and problem-solving skills, with the ability to prioritize tasks

• Must be able to respect the privacy and confidentiality of any information accessed necessary to perform job requirements.

• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Teams, OneDrive/SharePoint, Adobe Acrobat Pro, Raiser’s Edge.

• Associate’s degree in business administration, Healthcare Administration, Communications, Marketing, or related field. Bachelor’s degree preferred or equivalent experience (5 years of progressively responsible administrative or executive support experience

• Purpose-driven professional who demonstrates alignment with Stonehill Communities' mission, values, and Franciscan charism.

• Highly adaptable and resourceful with the ability to adjust to changing priorities and organizational initiatives.

• Strong written and verbal communication skills with exceptional attention to detail, discretion, and professionalism.

• Demonstrate ability to maintain confidentiality and handle sensitive information with integrity.

• Excellent organizational, time management, and interpersonal skills, fostering collaboration across departments and teams.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Must be well organized and have an abiding concern for others, resourceful and proactive when issues arise

• Professional attitude and appearance

• Effective communication and interpersonal skills are needed for this position.

• Multitasking, time-management, and problem-solving skills, with the ability to prioritize tasks

• Must be able to respect the privacy and confidentiality of any information accessed necessary to perform job requirements.

• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Teams, OneDrive/SharePoint, Adobe Acrobat Pro, Raiser’s Edge.

• Associate’s degree in business administration, Healthcare Administration, Communications, Marketing, or related field. Bachelor’s degree preferred or equivalent experience (5 years of progressively responsible administrative or executive support experience

• Purpose-driven professional who demonstrates alignment with Stonehill Communities' mission, values, and Franciscan charism.

• Highly adaptable and resourceful with the ability to adjust to changing priorities and organizational initiatives.

• Strong written and verbal communication skills with exceptional attention to detail, discretion, and professionalism.

• Demonstrate ability to maintain confidentiality and handle sensitive information with integrity.

• Excellent organizational, time management, and interpersonal skills, fostering collaboration across departments and teams.

The Executive Administrative Assistant offers advanced administrative, communication, and project support to the Chief Executive Officer (CEO) and Senior Leadership Team at Stonehill Communities. This position requires exceptional organizational foresight and the ability to anticipate needs, preparing Stonehill leaders for upcoming priorities. The Executive Assistant serves as a key liaison to the Governing and Foundation Boards and their respective committees. Works collaboratively with marketing and mission advancement efforts, contributing to technology and process improvement initiatives that enhance organizational effectiveness and community engagement.