Executive Organizational Improvement Assistant

Overview

The Executive Organizational Improvement Assistant provides administrative and project coordination support for organizational improvement initiatives throughout the company. Working closely with executive leadership and departmental stakeholders, this position is responsible for documenting existing processes, recording identified operational challenges, tracking improvement initiatives, monitoring implementation progress, and maintaining organizational policies and procedures.

The position serves as a central point for organizing and documenting continuous improvement efforts, ensuring that approved initiatives are properly communicated, implemented, and monitored. While the position facilitates the improvement process and maintains accountability for follow-through, it is not responsible for independently developing operational solutions or making organizational decisions.

In addition to supporting process improvement initiatives, this position provides administrative and human resources support as assigned.

This position reports directly to the President.

Pay: Between $75k/year- $85k/year

Benefits:PTO, sick leave, holiday leave, Life, Accidental Death and Dismemberment, Short Term Disability

Optional Benefits:Medical, Dental, Vision, 401(K) matching with employee participation in 401(K) plan

• Meet with executive leadership, managers, and employees to document operational processes, challenges, and opportunities for improvement.
• Record observations, meeting notes, and stakeholder feedback regarding organizational operations.
• Assist in documenting current workflows and business processes.
• Prepare summaries of identified issues, operational concerns, and recommendations provided by leadership or stakeholders.
• Organize and maintain documentation related to organizational improvement initiatives.
• Assist leadership in prioritizing and tracking improvement projects.
• Monitor the status of approved initiatives and provide regular progress updates.
• Follow up with departments to verify implementation of approved process changes.
• Maintain records demonstrating implementation status and completion of improvement initiatives.
• Identify overdue action items and communicate status updates to leadership.
• Assist in maintaining standardized operating procedures, forms, templates, and organizational documentation.

• Draft policies, procedures, and process documentation based upon direction provided by leadership.
• Format and edit organizational policies to ensure consistency and professionalism.
• Maintain version control of company policies and procedures.
• Coordinate distribution of updated policies and operational documents.
• Maintain an organized repository of current organizational documentation.

• Provide administrative support to executive leadership.
• Coordinate meetings related to organizational initiatives.
• Prepare meeting agendas, minutes, and action item summaries.
• Track assignments and follow-up items resulting from leadership meetings.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Assist with special projects and organizational initiatives as assigned.
• Maintain confidential records and information.

Assist with administrative human resources functions including:

• Preparing and maintaining HR forms and documentation.
• Assisting with onboarding documentation and employee files.
• Maintaining personnel records.
• Coordinating employee acknowledgments of company policies.
• Assisting with training documentation and tracking.
• Supporting employee communications.

Providing general administrative support to HR functions as assigned.

• Bachelor’s degree in Business Administration, Office Administration, Human Resources, Project Management, or a related field; or an equivalent combination of education and experience.
• Ten (10) or more years of progressively responsible administrative, project coordination, executive assistant, or office management experience.
• Exceptional organizational and documentation skills.
• Strong written communication and professional business writing abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple projects and priorities simultaneously.
• Strong interpersonal skills and the ability to communicate effectively with employees at all organizational levels.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.

• Excellent written and verbal communication.
• Strong organizational and time management skills.
• Outstanding attention to detail.
• Professional business writing and document formatting.
• Project coordination and follow-up.
• Meeting coordination and minute preparation.
• Recordkeeping and document management.
• Ability to prioritize competing assignments.
• Strong analytical thinking and problem identification.
• Ability to work independently while…