Executive Administrative Assistant

You will provide executive overall company support. The person will have access to personal and confidential information which will require excellent organizational skills, accuracy and discretion. The person will primarily act as the key point of contact and ensuring the smooth operation of the executive team’s day-to-day activities while maintaining confidentiality and professionalism.

The ideal person for this position is flexible, able to handle multiple projects, the ability communicate clearly, is reliable and committed to consistently meeting deadlines, and thrives on variety and challenge.

Responsibilities:

1. Manage Schedules for Executive Team

• Maintain and coordinate calendars for the Executive Team.
• Schedule and organize internal and external meetings, ensuring there are no conflicts.
• Prioritize and adjust schedules based on urgent matters and executive priorities.

2. Manage and Order Office Supplies

• Monitor inventory levels for office supplies and ensure timely restocking.
• Coordinate with vendors to procure necessary office materials
• Maintain accurate records of purchases.

3. Coordinate Support Services for the Office

• Oversee office maintenance and facility-related needs.
• Work with IT support for troubleshooting office equipment and technology issues.
• Ensure office operations run efficiently and smoothly.

4. Make Travel Arrangements

• Book flights, hotels, and transportation for executives and staff.
• Create travel reimbursements and expense reports.
• Ensure all travel aligns with organizational policies and budget constraints.

5. Coordinate and Register for Outside Conferences

• Handle registration, accommodations, and logistics.
• Prepare itineraries and required materials for attendees.

6. Special Projects

• Support executive team initiatives by assisting with research, reports, and data collection.
• Work on ad hoc projects assigned
• Provide administrative support for organizational events and programs.

7. Assist Commissioners with Travel

• Coordinate travel arrangements, ensuring compliance with budget and policy guidelines.
• Handle lodging, transportation, and itinerary planning.
• Process and track travel expense reimbursements.

8. Be the Office Receptionist

• Serve as the first point of contact for visitors, answering calls and directing inquiries appropriately.
• Manage incoming and outgoing mail, packages, and correspondence.
• Ensure a welcoming and professional front office environment.

9. Record Meeting Minutes

• Attend meetings, take detailed notes, and prepare official meeting minutes.
• Distribute minutes to appropriate stakeholders and ensure follow-ups on action items.
• Maintain accurate and organized records of meeting discussions.

10. Provide Budget and Financial Summaries

• Assist in preparing financial reports and budget summaries for the executive director and assist with financial documentation.
• Work with finance personnel to ensure compliance with financial policies and procedures.

11. Organize Personnel Files and Similar Confidential Information

• Maintain and update employee records, contracts, and confidential documents.
• Ensure compliance with data protection policies and security best practices.

12. Human Resources and Payroll

• Oversee new compliance laws and regulations
• Process payroll bi-monthly

12. Other Related Duties as Assigned

• Provide additional administrative support as needed.
• Adapt to evolving responsibilities and contribute to improving organizational processes.
• Assist in cross-departmental projects when necessary.

This role requires a proactive individual who can anticipate needs, prioritize effectively, and ensure smooth operations while maintaining a high level of professionalism and confidentiality.

Preferred Education Requirement:

Associate’s Degree in Business Administration, Office Management, or a Bachelor’s Degree in Business Administration, Healthcare Administration, or a related field.

Alternative Qualification Paths:

• High School Diploma or GED with extensive administrative experience (5+ years) supporting executives may be considered in place of formal higher education.

Additional Desired Skills & Experience:

• Experience in executive support, office administration, or healthcare administration.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and office management software.
• Ability to handle confidential information with discretion.