Executive Administrative Assistant

GENERAL DESCRIPTION: 

The Executive Assistant provides high-level administrative and confidential support to the President & CEO and executive leadership and assists with day-to-day operations of the organization. This role serves as a key point of contact between Trellis, the Board of Directors, staff, and external stakeholders, ensuring effective communication and coordination. The Executive Assistant is responsible for managing schedules, coordinating meetings, and supporting administrative processes across the organization. 

This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

KEY RESPONSIBILITIES

Executive Support

• Provide comprehensive administrative support to the President & CEO 
• Manage a complex and dynamic calendar, including scheduling internal and external meetings 
• Coordinate travel, meeting logistics, and executive communications 
• Prepare reports, presentations, and correspondence on behalf of executive leadership 

Board Relations

• Serve as liaison to the Board of Directors 
• Coordinate board and committee meetings, including scheduling, materials, and logistics 
• Prepare and distribute board packets and record official meeting minutes 

Human Resources Coordination

• Support onboarding and new hire documentation 
• Assist with employee benefits administration and communications 
• Maintain employee records and monitor required trainings 
• Serve as liaison with external HR consultant 

Office Operations

• Coordinate day-to-day office operations to ensure efficiency 
• Manage incoming and outgoing communications, including email and mail distribution 
• Prioritize and route correspondence requiring executive attention 

Project & Stakeholder Coordination

• Track and follow up on assignments and projects initiated by executive leadership 
• Coordinate meetings and communications with internal teams and external partners 
• Support fundraising, donor relations, and organizational communications efforts as needed

QUALIFICATIONS:

• Bachelor’s degree or equivalent combination of education and at least 5 years of experience supporting senior executives. Candidates without a degree should have 10+ years of progressively responsible administrative experience Demonstrated experience supporting executive-level leadership and/or boards 
• Exceptional written, verbal, and interpersonal communication skills 
• Strong organizational skills with the ability to manage multiple priorities and deadlines 
• High level of discretion and ability to handle confidential information 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 
• Experience working with diverse stakeholders, including staff, board members, and community partners 
• Ability to work independently in a fast-paced, dynamic environment 
• Bilingual in English and Spanish preferred

DESIRABLE SKILLS

• Experience with Canva or other design/publishing tools 
• Familiarity with fundraising activities, donor engagement, or sponsorship coordination 
• Strong attention to detail and commitment to quality 
• Resourceful, proactive, and solutions-oriented mindset

Why Join Trellis?

Trellis is dedicated to making stable homes and communities possible through educating, building, and lending. This role is ideal for a mission-driven professional who thrives in a collaborative environment and is passionate about making a meaningful impact. 

Ideal Candidate Profile

The ideal candidate is highly organized, proactive, and adaptable, with the ability to anticipate needs, solve problems, and maintain professionalism under pressure. They are a trusted partner who brings both precision and initiative to their work.