Executive Admin Assistant

Essential Functions:

Under the leadership of the President/CEO, the Executive Assistant will provide high-level support to the CEO with additional responsibilities supporting the staff team. This role requires a proactive approach to anticipating needs, managing schedules, and facilitating effective communication across the organization. The successful candidate will be detail-oriented, proactively supportive, team-oriented, discrete, and able to represent the organization professionally both internally and externally.

The ideal candidate for this role will possess the following primary competencies:

1. Executive Support
   : Demonstrates exceptional ability to anticipate and meet needs, managing complex priorities and serving as a trusted assistant.
2. Communication
   : Exhibits strong written and verbal communication skills with the ability to interact professionally with all levels of staff, board members, and external stakeholders.
3. Discretion and Judgment
   : Maintains confidentiality and exercises sound judgment when handling sensitive information.
4. Problem-Solving
   : Identifies challenges proactively and implements solutions efficiently, minimizing disruptions and maintaining smooth operations.

Job Specifications:

The Executive Assistant will provide dedicated support to the CEO while also handling select administrative duties for the organization. Responsibilities include:

CEO Support

• Serve as the primary point of contact and gatekeeper for the CEO
• Manage the CEO's calendar, including scheduling meetings, appointments, and conference calls
• Process and prepare correspondence, reports, and presentations for the CEO
• Coordinate travel arrangements for the CEO, prepare itineraries, and process expense reports
• Provide high-level administrative support for CEO's strategic initiatives and projects

Board of Commissioners

• Coordinate board and committee meetings, including scheduling, preparing agendas, and ensuring follow-up actions
• Take minutes for quarterly commission meetings and monthly Board committee meetings
• Assist with preparation of board materials and uploading documents to board management software

Office Administration

• Support the President/CEO and Director of Operations in reviewing contracts with vendors
• Process incoming and outgoing mail semi-weekly, including scanning and filing documents in appropriate company shared folders
• Manage organizational records including checks, deposits, and financial documentation
• Monitor and respond to the email