Executive Administrative Assistant

The Executive Administrative Assistant provides advanced administrative and executive support to one or more executive leaders. This role serves as a trusted operational partner by coordinating executive priorities, preparing communications and reports, supporting committees and projects, managing complex schedules, and helping leadership maintain visibility into organizational commitments and deadlines.

• Provide proactive administrative support to one or more assigned executive leaders.
• Independently manage complex calendars, prioritize routine requests, resolve scheduling conflicts, protect executive time within agreed guidelines, and escalated significant conflicts.
• Coordinate internal and external meetings, site visits, interviews, trainings, leadership sessions, and executive or internal staff events.
• Prepare agendas, briefing materials, presentations, reports, policies, procedures, executive summaries, decision documents, and meeting packets.
• Draft, review, edit, and route executive correspondence and communications using appropriate judgment and tone.
• Attend assigned leadership, committee, taskforce, and project meetings; capture decisions and action items; ask clarifying questions; and contribute process recommendations when appropriate.
• Proactively track projects, deadlines, commitments, renewals, and action items; obtain status updates; identify barriers or risks; and escalated concerns to the appropriate executive leader.
• Maintain executive dashboards, annual calendars, recurring-deadline schedules, and tracking tools for assigned priorities.
• Support assigned committees, boards, advisory groups, work groups, and task forces, including scheduling, materials, documentation, and follow-up.
• Coordinate with attorneys, auditors, insurance brokers, consultants, vendors, landlords, benefit providers, financial institutions, government agencies, and other stakeholders as assigned.
• Assist with budget preparation, expense monitoring, invoice processing, purchasing, expense reports, and credit-card reconciliation.
• Coordinate onboarding logistics for leaders and key roles in partnership with HR, IT, Facilities, and hiring managers.
• Manage document routing, approvals, signatures, version control, and final filing.
• Use Microsoft 365 applications as an advanced user to improve project tracking, collaboration, document management, reporting, and accountability, while respecting IT and HR system ownership.
• Identify inefficiencies and recommend or help implement administrative process improvements.

• High school diploma or equivalent.
• Three to seven years of progressively responsible administrative or executive-support experience.
• Experience supporting senior leaders or managing complex calendars, communications, meetings, projects, and confidential information.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-document environments.
• Strong writing, proofreading, organization, prioritization, and follow-through skills.
• Ability to work independently, exercise sound judgment, and manage competing priorities.

• Associate or bachelor’s degree in business administration, communications, nonprofit management, or a related field; equivalent education, training, and relevant experience will be considered.
• Experience supporting multiple executives, committees, boards, or leadership teams.
• Experience with Microsoft Planner, To Do, SharePoint, Forms, and similar collaboration or reporting tools.

St. Vincent de Paul Cincinnati is committed to providing equal employment opportunities and maintaining a workplace where every person is treated with dignity and respect.

Final language should be reviewed against the organization’s current approved posting template.