Administrative Coordinator​/Executive Assistant

Administrative Coordinator / Executive Assistant

Relief Services is seeking a highly organized, resourceful, and proactive Senior Executive Assistant & Leadership Operations Coordinator to support our General Manager, company owner, Director of Strategy & Finance, and other company priorities as assigned.

This is more than a traditional administrative position. The right person will help leadership stay organized, protect their time, maintain visibility into important priorities, and ensure that decisions turn into completed work.

The position reports directly to the General Manager while providing coordinated support to multiple members of the leadership team. It is currently structured as an individual-contributor role, with the potential to grow as the company's administrative needs evolve.

• Coordinate leadership calendars, appointments, meetings, and important deadlines.
• Maintain shared calendars and help identify scheduling conflicts or competing priorities.
• Protect leadership focus time while ensuring urgent matters receive appropriate attention.
• Prepare agendas, reports, background materials, presentations, and meeting packets.
• Take clear meeting notes and document decisions, responsible parties, and deadlines.
• Draft professional emails, announcements, correspondence, and internal communications.
• Coordinate leadership meetings, company events, travel, and special appointments as needed.
• Maintain confidentiality when handling employee, financial, vendor, and company information.

• Maintain a centralized list of leadership priorities, commitments, and delegated tasks.
• Track deadlines and follow up with employees, vendors, and outside partners.
• Provide leadership with concise and accurate status updates.
• Identify stalled projects, missing information, and approaching deadlines before they become problems.
• Confirm task ownership and next steps following meetings or leadership decisions.
• Politely and consistently follow up on commitments made by leadership and team members.
• Help resolve routine administrative obstacles and elevate concerns when leadership involvement is needed.

• Coordinate special projects and company-wide initiatives assigned by leadership.
• Help organize software implementations, vendor projects, process improvements, and operational changes.
• Track vendor support requests, software issues, and outstanding follow-up items.
• Gather and organize information needed for leadership decisions.
• Assist with hiring coordination, interview scheduling, candidate communication, and onboarding preparation.
• Help maintain company procedures, forms, reports, shared files, and administrative resources.
• Prepare spreadsheets, presentations, summaries, and other business materials.
• Support company events, internal rollouts, and special business initiatives.
• Complete occasional business-related errands or assignments outside the office.

• Help route questions and requests to the appropriate person.
• Reduce unnecessary interruptions by organizing and consolidating information.
• Communicate professionally with employees, customers, vendors, and community partners.
• Track when Relief Services is waiting on information and when others are waiting on Relief Services.
• Maintain accurate, organized, and accessible business records.
• Recommend practical improvements to administrative systems and workflows.

To be effective, this person will have clear authority to handle routine coordination and follow-through on leadership's behalf.

• Schedule meetings and appointments on leadership's behalf.
• Request routine updates, documents, and missing information.
• Confirm deadlines, assigned responsibilities, and next steps.
• Send routine follow-up communications.
• Organize administrative workflows and recommend improvements.
• Escalate missed commitments, scheduling conflicts, or stalled priorities.
• The position does not independently:
• Commit the company to contracts or expenses.
• Change employee compensation or employment terms.
• Make final personnel…