Executive & HR Administrative Assistant

About Columbia Ability Alliance

Columbia Ability Alliance (CAA) is a nonprofit organization dedicated to empowering individuals with disabilities through employment services, training programs, and community-based support. Our work creates opportunities for meaningful employment and greater independence for the people we serve.

We are seeking a detail-oriented and organized Executive & HR Administrative Assistant to provide executive, administrative, and HR support to the CEO and Human Resources Manager. This role is an important part of supporting effective day-to-day operations and providing responsive service to leaders and employees across the organization.

The Executive & HR Administrative Assistant has primary responsibility for providing professional, responsive front-office coverage and serves as a welcoming first point of contact for clients, visitors, callers, and community members. The position also provides core administrative support to the Chief Executive Officer (CEO), Board of Directors, and Human Resources Manager, with work prioritized according to immediate operational needs, fixed deadlines, and direction from the Human Resources Manager.

This position requires a proactive, organized, and highly professional individual who can balance responsive service with focused project work, maintain confidential information, communicate effectively with internal and external stakeholders, track commitments and deadlines, and exercise sound judgment in coordinating administrative and operational activities.

The Executive & HR Administrative Assistant supports CAA's mission by contributing to executive effectiveness, effective HR operations, clear communication, efficient organizational processes, and a positive experience for clients, visitors, employees, and community partners.

Reports directly to the Human Resources Manager, who establishes overall work priorities, and provides administrative support to the CEO and Board of Directors. The employee manages routine work independently and promptly raises competing commitments or unclear priorities to the Human Resources Manager. When a conflict involves a CEO or Board request, the employee identifies that fact so the Human Resources Manager and CEO can align priorities as appropriate.

Front-office and stakeholder support is the position's primary responsibility. CEO, Board, and HR administrative support are core responsibilities and are prioritized according to immediate needs, fixed deadlines, organizational risk, and direction from the Human Resources Manager. The employee should acknowledge requests, clarify expected outcomes and deadlines, maintain one consolidated system for assignments and follow-up, communicate conflicts or delays before deadlines are missed, and return to planned work after interruptions.

• Serve as a professional and welcoming first point of contact for clients, visitors, and members of the public.
• Answer, screen, and appropriately route incoming telephone calls and respond to routine inquiries.
• Assist clients and visitors by providing general information and connecting them with the appropriate staff member or resource.
• Coordinate front-office coverage to help ensure consistent support for clients and visitors during regular business hours.
• Provide general administrative and project support as assigned, subject to established front-office, CEO, Board, and HR priorities.

• Manage and coordinate the CEO's calendar, including scheduling meetings and maintaining appropriate time for organizational priorities.
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