Executive Assistant

Job Description

EXECUTIVE ASSISTANT

JOB DESCRIPTION

EXECUTIVE ASSISTANT

Department:
Administration

Position Title:

Executive Assistant

Employment Type:

Full-Time

FLSA Status:
Exempt

Reports To:

Executive Director

Scope of Supervision:
None

POSITION SUMMARY

The Executive Assistant provides high-level executive, administrative, and strategic support to the Executive Director while serving as the agency's primary coordinator for Comprehensive Administrative Review (CAR) monitoring and Community Services Block Grant (CSBG) Organizational Standards compliance.

This position manages executive office operations, coordinates Board of Directors governance activities, maintains agency-wide compliance documentation, and supports organizational readiness for state and federal monitoring. The incumbent works collaboratively across departments to ensure compliance requirements are met while maintaining efficient executive operations and Board administration.

• Provides confidential administrative support to the Executive Director and Executive Leadership Team.
• Manages complex calendars, appointments, travel arrangements, and scheduling priorities.
• Screens incoming communications and responds appropriately on behalf of the Executive Director.
• Prepares correspondence, presentations, reports, agendas, and executive documents.
• Coordinates special projects and executive initiatives while ensuring deadlines are achieved.
• Maintains confidential files and sensitive organizational records.

• Serves as the agency's primary coordinator for Comprehensive Administrative Review (CAR) monitoring activities.
• Maintains the agency's centralized compliance documentation repository.
• Collects, organizes, and tracks documentation required for CAR monitoring and CSBG Organizational Standards.
• Coordinates evidence collection across all agency departments.
• Performs routine compliance reviews and internal audits to identify documentation gaps.
• Works collaboratively with department leadership to resolve compliance deficiencies.
• Coordinates preparation for on-site and virtual monitoring reviews.
• Assists executive leadership with development, implementation, and tracking of Corrective Action Plans (CAPs).
• Monitors ongoing compliance with federal, state, and agency requirements.

• Serves as administrative liaison to the Board of Directors.
• Coordinates all Board and committee meeting logistics.
• Develops meeting agendas in collaboration with executive leadership.
• Prepares and distributes Board packets and supporting materials.
• Records, prepares, and maintains official Board meeting minutes.
• Maintains Board member rosters, appointments, terms, committee assignments, and attendance records.
• Tracks Board composition to ensure compliance with federal Tripartite Board requirements.
• Coordinates Board orientation and annual compliance training.

• Maintains organized electronic and physical compliance files.
• Ensures documentation is complete, accurate, and readily available for monitoring reviews.
• Tracks organizational policies, strategic plans, community needs assessments, and required governance documentation.
• Maintains documentation related to Human Resources, conflict of interest disclosures, whistle blower policies, financial oversight, and other regulatory requirements.
• Develops standardized filing systems and documentation procedures to improve agency compliance readiness.

• Coordinates agency-wide compliance initiatives and executive projects.
• Tracks project timelines and deliverables.
• Collaborates with leadership to ensure organizational priorities remain on schedule.
• Assists with implementation of administrative process improvements.
• Provides administrative support for strategic planning and organizational initiatives.

Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, or a related field.

Equivalent combinations of education and relevant professional experience may be considered.

• Three (3) to five (5) years of executive administrative experience supporting senior leadership.
• Experience coordinating Board of Directors activities preferred.
• Experience with compliance monitoring, auditing, grant administration, or regulatory documentation preferred.
• Experience with in a nonprofit, Community Action Agency, governmental, or public sector environment preferred.