Executive Assistant

Department: Administration

Reports To: Chief Executive Officer (CEO) / Executive Leadership

FLSA Status: 30-32 hours per week, exempt

Position Summary

The Executive Assistant provides high-level administrative, operational, and project support to the Chief Executive Officer (CEO) and executive leadership team. This role ensures the smooth functioning of the executive office, manages complex scheduling and communication workflows, and supports Board governance functions. The Executive Assistant exercises strong judgment, maintains strict confidentiality, and represents the CEO and MHY Family Services with professionalism at all times.

Essential Duties and Responsibilities

Executive Support & Office Management

• Supports the CEO including scheduling meetings, coordinating logistics, and ensuring adequate time for strategy, external relations, and internal leadership needs.
• Reviews, prioritizes, and triages emails and communications on behalf of the CEO; drafts and prepares responses as appropriate to ensure timely and effective communication.
• Prepares correspondence, memos, reports, and presentation materials for the CEO and Executive Leadership Team.
• Assists with project management for cross-departmental initiatives, ensuring deadlines are met and deliverables are completed.
• Provides general administrative support as needed, including meeting preparation, filing, responding to inquiries, travel coordination, and other duties assigned.

Board of Directors & Governance Support

• Compiles, distributes, and maintains Board of Directors, Board of Trustees, Executive Committee, and Board Orientation materials.
• Uploads all board packets, minutes, and resources to the SharePoint Board Portal
• Attends Board of Directors, Board of Trustees, Executive Committees, and Leadership Team meetings; prepares agendas, minutes, attendance records, and follow-up action summaries.
• Coordinates logistics for board meetings, retreats, orientation sessions, and governance activities.
• Uses advanced Microsoft Excel, PowerPoint, and Word to create high-quality documents, dashboards, and reports.

Project Management & Organizational Support

• Assists with project management, compliance monitoring, and cross-organizational initiatives led by the executive office.
• Supports special projects as assigned by the CEO, including strategic planning, organizational development, and community relations initiatives.
• Helps ensure smooth internal communication, effective workflow, and timely execution of organizational priorities.

Knowledge, Skills & Abilities

• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, including professional email etiquette and drafting capabilities.
• High proficiency with Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and familiarity using cloud-based collaboration tools such as SharePoint.
• Strong judgment, confidentiality, and discretion when handling sensitive information.
• Ability to work independently and collaboratively in a fast-paced, mission-driven environment.
• Strong interpersonal skills to work effectively with staff, board members, external partners, and community stakeholders.
• Problem-solving approach with a commitment to continuous improvement and proactive support.

Education & Experience

• Associate degree preferred, though relevant experience is welcomed in place of a degree.
• Prior experience supporting an executive or senior leader strongly preferred.
• Experience in nonprofit organizations, education, human services, or related fields is a plus.
• Experience with confidential materials and communications.
• Experience coordinating board or governance functions preferred.