Executive Assistant Job City of Watertown New York USA,Administrative/Clerical

Location: City of Watertown

Position Type/Expected Hours of Work

Monday
- Friday (7:30am-4:00pm). On occasion, evening hours are required for board meetings or other leadership meetings. Flexible to the needs of the agency.

Qualifications

Associate degree in business administration, communications, or related field required; bachelor's degree preferred. Equivalent experience may be considered. Minimum of five years of progressively responsible administrative experience, preferably supporting senior-level executives.

Experience in nonprofit administration, Board governance, or a complex organization preferred. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related office technology. Excellent written and verbal communication skills. Demonstrated ability to handle sensitive and confidential information. Proven organizational skills, attention to detail, and ability to manage multiple priorities.

Work Authorization/Security Clearance

Authorized to work in the United States

Summary/Objective

The Executive Assistant provides high-level executive, administrative, and organizational support to the CEO. This position plays a critical role in ensuring the efficient operation of the Office of the CEO through proactive planning, exceptional organization, effective communication, and consistent follow-through. The Executive Assistant serves as a trusted professional partner to the CEO, demonstrating initiative, sound judgment, discretion, and the ability to anticipate needs and manage competing priorities with minimal supervision.

Essential

Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive Leadership Support

Provide comprehensive administrative and organizational support to the CEO.

Manage the CEO's calendar, appointments, meetings, travel, and scheduling priorities.

Anticipate the CEO's needs and ensure materials, information, and resources are prepared in advance.

Independently manage routine administrative matters and identify issues requiring executive attention.

Prepare, review, and coordinate executive correspondence, reports, presentations, and other materials.

Maintain organized and confidential executive records, correspondence, and documentation.

Ensure the CEO is informed of upcoming deadlines, commitments, and matters requiring decisions or follow-up.

Executive Communication and Coordination

Serve as a primary administrative contact for the Office of the CEO.

Facilitate timely and effective communication among the CEO, Executive Leadership Team, Board members, employees, and external stakeholders.

Draft, proofread, and edit correspondence to ensure accuracy, clarity, and consistency.

Exercise judgment in prioritizing communications and identifying matters requiring immediate attention.

Coordinate executive meetings, special events, and organizational initiatives.

Maintain professionalism, responsiveness, and confidentiality in all communications.

Proactive Planning and Organizational Management

Anticipate executive needs rather than relying solely on direct instructions.

Maintain systems to track executive assignments, organizational deadlines, and outstanding responsibilities.

Proactively identify scheduling conflicts, missing information, and potential administrative challenges.

Prepare materials and supporting information in advance of meetings and commitments.

Recommend and implement administrative improvements that enhance efficiency and effectiveness.

Demonstrate the ability to work independently while keeping the CEO appropriately informed.

Board of Directors and Governance Support

Coordinate Board of Directors and Board Committee meetings, including agendas, schedules, meeting materials, and logistics.

Prepare and…