Executive Assistant

Job Title: Executive Administrator

Reports To: Executive Director

Salary: $20 - $22/hr

FLSA Status: Part-Time (15-20 hrs/week)

Position Summary:

The Executive Administrator provides comprehensive and strategic administrative support to the

Executive Director of the Community Outreach Coalition ensuring effective time management, high-

level coordination, and productive interactions across all organizational levels. This role handles a wide

range of responsibilities, including project management, communication facilitation, complex

scheduling, and information analysis. The Executive Administrator serves as a trusted liaison and

proactively manages operational needs with discretion, initiative, and a deep understanding of the

executive’s goals and organizational strategy.

Essential Duties and Responsibilities:

 Relieves the executive of administrative and operational functions, optimizing the executive's

focus on strategic priorities.

 Manages the executive’s complex calendar, including scheduling meetings, events, and travel,

with proactive conflict resolution.

 Prepares agendas, briefs, materials, and action items for meetings; ensures follow-up is

completed in a timely manner.

 Independently handles correspondence, calls, and inquiries, prioritizing and responding as

appropriate.

 Conducts research and compiles data to prepare reports, presentations, and executive-level

summaries.

 Drafts and edits communications in alignment with the executive’s voice, organizational

standards, and policy.

 Establishes and maintains productive relationships across all levels of the organization and with

external stakeholders.

 Coordinates representation for the executive at meetings or events when unavailable, delegating

tasks as appropriate.

 Summarizes and organizes information from various sources to support executive decision-

making.

 Reviews outgoing correspondence and documentation to ensure consistency with policy and

executive intent.

 Anticipates needs and opportunities to streamline workflows, systems, and information flow.

 Maintains confidentiality while managing sensitive information and issues.

 May oversee or direct support staff and resources for departmental or executive-related tasks.

Qualifications:

Education and Experience:

 Bachelor’s degree required.

 2–4 years of experience in a similar administrative or executive support role.

Knowledge, Skills, and Abilities:

 Excellent written and verbal communication skills; capable of representing the executive in both

written and spoken form.

 Advanced organizational skills and the ability to manage multiple high-priority tasks

simultaneously.

 Strong analytical and problem-solving abilities with attention to detail.

 Proficiency in Microsoft Office Suite and digital collaboration tools.

 Ability to exercise sound judgment, discretion, and confidentiality.

 Demonstrated professionalism and poise in a fast-paced, dynamic environment.

Physical Demands:

 Sedentary work involving sitting for extended periods.

 Occasional lifting or movement of items up to 10 pounds.

 Regular use of computers, phones, and other office equipment.

Work Environment:

 Professional office environment.

 May require occasional extended hours or travel.

 Fast-paced and collaborative team setting.

Job Type: Part-time

Pay: $19.00 - $222.00 per hour

Expected hours: 20 per week

Schedule:

• 4 hour shift

Ability to Commute:

• Portsmouth, VA 23704 (Required)

Ability to Relocate:

• Portsmouth, VA 23704: Relocate before starting work (Preferred)

Work Location: In person

Salary : $19 - $222