Executive Assistant (to CEO)

Primary Function The Executive Assistant reports directly to the Chief Executive Officer (CEO) and provides high-level administrative and operational support to the CEO and Senior Leadership Team. This position ensures the efficient operation of the Senior Leadership Team by providing exceptional organizational, communication, and project coordination support. The Executive Assistant serves as a trusted liaison among leadership, staff, the Board of Directors, and external stakeholders, maintaining the highest standards of professionalism, confidentiality, and discretion.

Key Responsibilities

CEO & Senior Leadership Support

• Provide executive administrative support to the Chief Executive Officer and Director of Human Resources.
• Support the Coordination of senior leadership team projects and initiatives by maintaining project management and action tracking system.
• Update project management tracking system during weekly Directors' Meetings and communicate follow up assignments, deadlines, and action items.
• Assist with monitoring organizational priorities and ensuring timely completion of leadership initiatives.
• Collaborate with staff across departments to identify, analyze, and resolve operational challenges.
• Prepare minutes for senior leadership and Board meetings.
• Serve as the primary point of contact for the Office of the CEO, managing internal and external communications with professionalism and discretion.

Board of Directors Support

• Manage all Board and Committee communications, notifications, and documentation.
• Attend meetings, take minutes, and track compliance with state and federal requirements.
• Maintain board records and online board management systems.
• Document board actions and provide reports as needed.

Office Management

• Manage office operations, including supplies, equipment, and vendor coordination.
• Organize electronic and paper filing systems for confidential information.
• Coordinate conference attendance, meetings, and travel arrangements.
• Manage technology purchases serving as the liaison with IT consultants, including tracking internal IT service requests and billing records.

Skills & Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Minimum 3 years of office administration and customer service experience, preferably in a fast-paced environment.
• Strong proficiency in Microsoft Office Suite and other technology platforms.
• Demonstrated ability to provide high-level administrative support with confidentiality, discretion and diplomacy.
• Exceptional organizational, strategic thinking, and problem-solving skills.
• Excellent oral and written communication with attention to detail.
• Strong interpersonal skills with high emotional intelligence and cultural competence.
• Experience with federally and state-funded programs preferred.
• Commitment to the mission and values of the organization.

Schedule

Monday through Friday