Executive Assistant

Full Job Description

Job Title: Executive Assistant

Summary:

Reporting directly to the Executive Director, the Executive Assistant provides high-level executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the ED (Executive Director). The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, strong organizational skills, manage multiple priorities and the ability to maintain a realistic balance among multiple priorities in a fast-paced environment. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Primary Responsibilities:

• Manage the Executive Director calendar, including scheduling meetings, appointments, and travel arrangements
• Coordinate and prepare materials for meetings, presentations, and reports
• Serve as a liaison between her other assistants and other directors
• Screen and prioritize emails, phone calls, and other communications
• Maintain confidential information with a high level of professionalism and discretion
• Track deadlines, follow up on action items, and ensure timely completion of tasks
• Organize events and meetings as needed
• Handle invoices and basic budgeting tasks
• Maintain filing systems and ensure accurate record-keeping
• Provide general administrative support as needed
• May attend meetings with or on behalf of Executive Director
• Research, prioritize & follow-up on incoming issues & concerns addressed to ED

Qualifications:

• Proven experience as an Executive Assistant or in a similar administrative role
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to multitask and prioritize effectively
• High level of discretion and confidentiality
• Strong attention to detail
• Background in Case Management

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration or a related field
• Experience supporting executives
• Familiarity with project management tools or office management software
• Background in Case Management
• CDCA

Work Environment:
This role typically operates in a professional office setting and may require occasional flexibility in hours to support executive needs.

Work Location: In person