Executive Administrator (Piedmont)

Position Overview - On-site position in Piedmont

The Executive Administrator provides high-level administrative support to the President/Chief Executive Officer and to the board of trustees. This role serves as a trusted partner to executives by managing complex scheduling, coordinating meetings and travel, facilitating communications, and ensuring proficient day-to-day operations of executive activities.  

The Executive Administrator must demonstrate exceptional communication, organization, discretion, and problem-solving abilities while acting as an extension of the President/Chief Executive Officer in both internal and external interactions. The position requires the ability to anticipate needs, manage competing priorities, and handle confidential information with professionalism and integrity.

Essential Functions

• Manage complex executive calendars, including scheduling meetings, appointments, and events while prioritizing competing demands
• Coordinate meetings by preparing agendas, compiling materials, recording minutes, and tracking follow-up action items
• Assist in planning and coordinating executive meetings, events, and leadership activities
• Anticipate executive needs and proactively resolve scheduling conflicts, logistical issues, and operational challenges
• Draft, edit, and distribute professional correspondence, communications, reports, and presentations on behalf of executives
• Serve as a primary point of contact and gatekeeper for executive leadership, facilitating communication with internal departments and external stakeholders
• Communicate with donors to obtain information regarding reimbursement plans and reconcile donations to donor requests
• Maintain confidential and sensitive information with the highest level of discretion and professionalism
• Maintain organized electronic systems and records
• Develop and implement processes and procedures to effectively direct, control, and monitor operations for which the position is accountable
• Track key deadlines, action items, and deliverables to ensure timely completion
• Support executive leadership with project coordination, administrative initiatives, and strategic priorities
• Prepare and process expense reports, invoices, and administrative documentation
• Assist with insurance renewals and audits
• Work with Donor Resources to obtain signed contracts with property owners prior to blood drives
• Sort and distribute incoming mail and make trips to the post office as needed

Documents and Record Management:

• Assures procedures and forms are uniform and adheres to the organization’s document control directives
• Complies with the organization’s document control directive in terms of uniformity of design and layout; document approval and use; avoidance of antiquated documents; archiving of replaced documents; and document storage, retention and retrieval
• Assures records are generated according to instructions in related procedures, and those applicable regulatory requirements and accreditation standards are met in terms of record review, retention and storage

Specifically for the Board of Trustees:

• Maintains current roster / term limits of trustees
• Assists President/Chief Executive Officer in scheduling full board and board committee meetings and retreats
• Assists President/Chief Executive Officer in distribution of material for full board and board committee meetings and retreats
• Attends full board meetings and retreats and board committee meetings and records minutes; later drafting complete minutes, obtaining approval of the draft from the presiding officer of the meeting, and preparing and distributing full minutes to trustees
• Maintains current and archived board records including articles of incorporation, bylaws, meeting minutes, trustee rosters, committee rosters, committee charges, board resolutions, etc.
• Processes donor benefit claims and assists business office as necessary in issuing benefits

Minimum Qualifications

• Bachelor’s degree from an accredited college or university is required, preferably in Business Administration, Communications, or a related field
• Minimum of 5 years of administrative or executive support experience required, preferably supporting senior leadership
• Demonstrated experience in calendar management, meeting coordination, logistical planning, and handling confidential information
• Ability to communicate effectively, professionally, and courteously with executives, staff, and external stakeholders
• Strong verbal and written communication skills
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously
• Proven ability to organize, prioritize, and manage workload while meeting deadlines
• Strong analytical and problem-solving skills; ability to anticipate needs and proactively resolve issues
• Proficient computer skills, including Microsoft Word, Excel, and PowerPoint
• Ability to learn and utilize internal systems and office technologies
• Comfortable working in a fast-paced environment with changing priorities
• Exceptional attention to detail
• Strong time management and project management skills