Executive Assistant

Want to be a vital part of an amazing team making a real difference in our community?

The Youth Service Bureau of St. Joseph County is looking for a dynamic, highly organized Executive Assistant to support our leadership team and help drive our mission forward.

The Executive Assistant (EA) serves as a strategic administrative partner to the CEO and agency leadership team. This position plays a critical role in advancing agency priorities by strengthening internal coordination, improving operational efficiency, and supporting program supervisors in achieving measurable outcomes.

The EA helps ensure that leadership efforts are organized, aligned, and executed effectively allowing agency leaders to focus on mission impact, staff development, and community engagement.

Key Responsibilities

Executive & Leadership Support

• Manage complex calendars, scheduling, and priority alignment for the CEO.
• Prepare high-quality reports, multi-media presentations, assist with A/V set up for community events and board meetings, prepare briefing materials, and correspondence.
• Coordinate leadership meetings, retreats, and strategic planning sessions; develop agendas and track follow-up action items.
• Assist leadership in tracking strategic plan initiatives, deadlines, and performance indicators.
• Serve as a central communication link between leadership, supervisors, board members, and external partners.
• Anticipate executive needs and proactively address administrative or operational barriers.

Agency Efficiency & Operations

• Streamline administrative processes to improve workflow and internal communication.
• Develop and maintain organized digital systems, for agency-wide documentation.
• Support cross-department coordination to ensure alignment between programs and leadership priorities.
• Monitor deadlines and assist with accountability systems to ensure timely completion of agency deliverables.
• Identify opportunities for process improvement and increased operational efficiency.

Program Supervisor Support

• Provide administrative coordination to program supervisors to enhance program effectiveness and accountability.
• Assist with scheduling supervision meetings, team meetings, and cross-program collaboration sessions.
• Support preparation of program reports, dashboards, outcome summaries, and presentation materials.
• Help coordinate program reviews, monitoring visits, and compliance documentation.
• Support logistics for staff trainings and agency-wide professional development.

Board Governance Support

• Prepare and distribute board and committee meeting materials.
• Virtual meeting and audio-visual set up for in-person meetings
• Record and maintain accurate meeting minutes.
• Maintain governance records and organizational documents.
• Support board onboarding and communication coordination.

Qualifications

Required

• Associate’s or Bachelor’s degree in Business Administration, Nonprofit Management, or related field (or equivalent experience).
• 3–5 years of executive-level administrative experience.
• Demonstrated ability to manage multiple priorities with precision and discretion.
• Strong organizational, written, and verbal communication skills.
• Technical support skills for managing Teams & hybrid meetings.
• High proficiency in Microsoft Office and data management systems, including SharePoint and Bloomerang CRM.

Preferred

• Experience in nonprofit or human services organizations.
• Experience supporting leadership teams or program supervisors.
• Familiarity with outcome tracking and compliance documentation.
• Understanding of nonprofit board governance practices.

Core Competencies

• Strategic thinking and proactive problem-solving
• Strong systems orientation and process improvement mindset
• Attention to detail and follow-through
• Collaborative and relationship-focused
• Commitment to mission-driven work and youth-centered values

Reporting Structure

Reports directly to the CEO and works in close collaboration with agency leadership and program supervisors.