Administrative Assistant - Executive

The Executive Administrative Assistant to the Chief Administrative Officer (CAO) provides advanced, high-level administrative and operational support in a fast-paced, mission-driven environment. This role serves as a trusted partner to the CAO, ensuring seamless coordination of executive priorities, managing complex schedules, and facilitating effective communication across senior leadership, internal teams, and external stakeholders.

The ideal candidate is a proactive, detail-oriented professional with exceptional organizational, communication, and problem-solving skills. This individual demonstrates sound judgment, maintains strict confidentiality, and thrives in a dynamic setting requiring adaptability and discretion.

Key responsibilities include managing executive calendars, coordinating meetings and travel, preparing reports and presentation materials, handling sensitive correspondence, and supporting strategic initiatives and special projects. You will also play a critical role in optimizing workflows, tracking deliverables, and ensuring alignment across administrative functions.

This position requires a high level of professionalism, strong interpersonal skills, and the ability to anticipate needs while managing multiple priorities. A commitment to excellence and alignment with the organization's mission and values are essential for success in this role.

MAJOR RESPONSIBILITIES & DUTIES:

Provides administrative support at an executive level.

* Coordinates and organizes departmental activities, proactively anticipating departmental needs.

* Reviews departmental operating practices including record keeping systems, forms control, and personnel requirements, and makes suggestions for improvements.

* Prepares reports and presentations, often of a complex or confidential nature.

* Prepares and edits correspondence, communications, and other documents.

* Coordinates activities of clerical and administrative staff as needed.

* Performs general administrative functions including photocopying, faxing, typing correspondence, mail, and maintaining office supplies.

* Greets visitors and staff in person or via telephone, determines their needs and directs them to the appropriate person or office.

* Processes, maintains, and files departmental records including youth files, payroll, purchasing, work orders, and other documents.

* Maintains schedules and coordinates calendars for meetings and other events; records, transcribes, and distributes meeting minutes.

* Assists in organizing events as needed.

* Makes schedule travel arrangements and completes expense reports as needed.

* Tracks, researches, and prepares various reports, material packets, and meeting or presentation materials.

KNOWLEDGE, SKILLS, AND ABILITIES:

* Knowledge of office administrative procedures, practices, and filing methods.

* Ability to review and resolve complex administrative problems independently.

* High level of professionalism and interpersonal skills.

* Highly proficient PC software applications with an advanced ability to utilize Windows-based programs and Microsoft Office, including PowerPoint, Excel, and Word.

* Ability to communicate, verbally and in writing, with individuals at all levels in the organization and with external contacts in an articulate, professional manner while maintaining necessary degree of confidentiality.

* Ability to work independently, prioritize projects, meet deadlines, and multi-task while maintaining quality standards.

* Ability to type accurately and proficiently at a high rate of speed.

REQUIRED QUALIFICATIONS:

* Associate's degree or equivalent combination of education and experience required.

* Minimum of 3 years of administrative experience or executive support experience required.

* Other Duties:
This job description incorporates the essential functions and duties required for this position. However, other duties may be required and assigned at times and as determined by a supervisor in order to meet the needs of the organization.

* Serves as a role model in carrying out activities and behaviors that reflect the values and principles of the Boys Town mission.

PHYSICAL REQUIREMENTS , EQUIPMENT USAGE, WORK ENVIRONMENT:

* Position is relatively sedentary in a normal office administrative environment involving minimum exposure to physical risks. Will use office equipment such as a computer/laptop, monitor, keyboard, and a general workstation set-up.

Care and respect for others is more than a commitment at Boys Town - it is the foundation of who we are and what we do.

At Boys Town, we cultivate a culture of belonging for all employees that respects their individual strengths, views, and experiences. We believe that our differences enable us to be a better team - one that makes better decisions, drives innovation, and delivers better business results.

About Boys Town:

Boys Town has been changing the way America cares for children and families since 1917. With over a century of service, our employees have helped us grow from a small…