Executive Assistant

Benefits:

• Paid time off
• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Vision insurance

The Executive Assistant provides high-level administrative and operational support to the Executive Director and Executive Office of Omega Psi Phi Fraternity, Inc. The position serves as a key liaison with staff, officers, committees, members, vendors, and external stakeholders.

Primary responsibilities include executive scheduling, meetings and travel, correspondence, records, special projects, and day-to-day coordination of the Executive Office. The role requires professionalism, discretion, organization, responsiveness, sound judgment, and the ability to manage multiple priorities.

• Manage the Executive Director’s calendar, appointments, meetings, scheduling priorities, deadlines, and action items.
• Coordinate internal and external meetings and prepare agendas, briefing materials, presentations, and other supporting documents.
• Draft, review, format, and distribute correspondence and communications on behalf of the Executive Director as requested.
• Provide reminders and follow-up on executive-level assignments, commitments, and organizational priorities.
• Handle confidential and sensitive executive information with appropriate discretion.

• Coordinate meeting logistics, including scheduling, meeting rooms, virtual links, materials, and other requirements.
• Attend designated meetings and prepare minutes, notes, action items, and follow-up documentation.
• Maintain organized electronic and physical records for the Executive Office.
• Prepare reports, spreadsheets, presentations, letters, memoranda, and other administrative documents.
• Track executive-level projects, assignments, deadlines, approvals, signatures, and document routing.

• Coordinate business travel for the Executive Director, including transportation, lodging, itineraries, and related logistics.
• Prepare travel itineraries and coordinate required travel documentation.
• Assist with authorized executive travel expenses, reimbursements, and related recordkeeping.

• Provide administrative support for meetings involving organizational leadership, officers, committees, and other designated groups.
• Coordinate scheduling, communications, meeting materials, and executive correspondence involving organizational leadership.
• Support special projects and organizational initiatives assigned by the Executive Director and track resulting follow-up items.
• Serve as an administrative liaison between the Executive Director and internal departments as directed.

• Support the efficient day-to-day operation of the Executive Office and appropriately route executive-level correspondence, requests, and inquiries.
• Coordinate administrative projects involving multiple departments and maintain executive contact lists, records, files, and reference materials.
• Assist with executive meetings, organizational events, conferences, and special functions.
• Coordinate awards, plaques, recognition items, executive materials, and other assigned special projects.
• Work collaboratively across International Headquarters and perform other executive administrative duties as directed by the Executive Director.

Bachelor’s degree in business administration, communications, organizational management, or a related field preferred; equivalent professional experience may be considered.

Previous executive-level administrative support experience strongly preferred.

Demonstrated experience managing complex calendars, meetings, travel, correspondence, and competing…