Executive Assistant

Description

Under the general direction of the Executive Director, the Executive Assistant provides high-level administrative, strategic, and operational support to advance the mission and effectiveness of Gateway Center. This position requires exceptional judgment, professionalism, and confidentiality. The Executive Assistant acts as a key partner to the Executive Director, ensuring priorities are met, operations run smoothly, and communication with staff, board members, and external partners is seamless and timely.

• Provide proactive, strategic administrative support to the Executive Director anticipating needs, managing a dynamic calendar, and streamlining priorities.
• Coordinate travel, prepare meeting materials, and ensure the Executive Director is well-prepared and informed for all engagements.

• Serve as the primary support for the Board of Directors and all related committees.
• Manage board communications, meeting logistics, and follow-up on action items.
• Prepare and distribute agenda, minutes, and professional-grade meeting packets that reflect Gateway Center’s mission and value.
• Maintain and continuously update the online Board Portal, ensuring Board of Directors have timely access to accurate, well-organized.

• Draft and proofread high-quality correspondence, reports, and presentations for internal and external audiences.
• Maintain polished and professional communication with board members, partners, donors, and staff.

• Plan and execute key meetings, events, site visits, ensuring all details are handled with professionalism. Support coordination of leadership and board retreats, donor events, and special projects.

• Serve as the central point of contact across departments for executive updates, deadlines, and deliverable.
• Foster collaboration, clarity, and accountability among the leadership and management teams.

• Track action items, deadlines, and organizational priorities to ensure follow-through.
• Manage credit card reconciliations, expense reporting, and related administrative functions with accuracy and confidentiality.
• Take on special projects and assignments as requested by the Executive Director.

• Completed fingerprint clearance through the Department of Justice (DOJ).
• Must have thorough knowledge of administrative practices and be interested in or have experience in working in an organization focused on adults with developmental disabilities, offering quality program services, and learning applicable Federal and State Regulations.
• Must have the ability to establish and maintain effective working relationships with individuals supported, their families, the QIDP/Administrator, RN, DSP, Consultants and governmental agencies– the ability to develop positive community support.
• Current flu shot as well as passing a health screening exam and TB test.

• Must be 18 years of age or older.
• Associate degree required;
  Bachelor’s degree in Business, Public Administration, or related field preferred.
• Minimum five (5) years of experience providing executive-level administration or operational support; nonprofit or public-sector experience strongly preferred.
• Demonstrated experience supporting a Chief Executive, Executive Director, or equivalent senior leader.

• Exceptional organizational, time management, and communication skills.
• High level of professionalism, discretion, and emotional intelligence.
• Strong computer skills in Microsoft Office (Word, Excel, PowerPoint), Zoom, file-sharing tools.
• Strong written and oral skills.
• Sound customer service skills, listens, understand and respond to employee/administrative needs.
• Proven ability to perform well in a deadline-sensitive environment.

• Physical, mental, and emotional stamina to perform the duties and responsibilities…