Executive Administrative Assistant

Job Summary:

Under the direction of the Chief Executive Officer, the EAA provides high-level administrative, operational, governance, and coordination support that promotes efficient and effective organizational operations. The position serves as a central coordination point for board administration, volunteer compliance, facilities support, executive support, and shared services functions.

The position works collaboratively with agency leadership, Human Resources, Finance, Information Technology, and Property Management to ensure organizational processes, administrative systems, and operational activities are coordinated effectively. The position is responsible for maintaining accurate records, supporting compliance requirements, coordinating organizational logistics, and providing administrative support for agency operations.

This position regularly handles confidential and sensitive information and exercises discretion and sound judgment in carrying out responsibilities.

• Administrative Support Executive Office (CEO, COO, CFO)
• Provide high-level administrative support to the CEO, COO, and CFO, including calendar management, scheduling, meeting coordination, and preparation of materials.
• Coordinate internal and external meetings on behalf of executive leadership, including logistics, agendas, supporting documents, and follow-up activities.
• Draft, prepare, and proofread correspondence, presentations, reports, and other materials on behalf of executive leadership.
• Serve as an administrative liaison between executive leadership and staff, board members, community partners, and other internal and external stakeholders.
• Anticipate executive administrative needs, track action items and deadlines, and support follow-through on priorities while exercising discretion with confidential and sensitive information.
• Board Administration & Governance Support
  • Coordinate board and committee meeting logistics, scheduling, and administrative support.
  • Prepare and distribute board packets, meeting materials, agendas, and supporting documentation.
  • Record and maintain board and committee meeting minutes.
  • Maintain board records, attendance records, committee rosters, and governance documentation.
  • Coordinate board communications and meeting logistics.
  • Support governance-related administrative processes and record retention requirements.
• Volunteer Compliance & Administration
  • Maintain volunteer records and documentation.
  • Coordinate volunteer applications, onboarding documentation, confidentiality agreements, waivers, and required forms.
  • Conduct and document volunteer background checks and compliance activities.
  • Maintain volunteer databases and records.
  • Track volunteer service hours and prepare volunteer participation reports.
  • Coordinate volunteer compliance processes in collaboration with program staff.
• Administrative Operations
  • Coordinate agency meetings, scheduling activities, and administrative logistics.
  • Provide administrative support for organizational initiatives, projects, and operational activities.
  • Prepare correspondence, reports, presentations, forms, and other administrative documents.
  • Maintain organizational records and filing systems.
  • Assist with records management and documentation retention practices.
  • Coordinate administrative communications and information distribution.
  • Greet guests that enter the suite when sitting at the front desk.
• Human Resources, Finance & IT Support
  • Provide administrative support for Human Resources activities including onboarding, offboarding, filing and personnel record management, interview scheduling, and training logistics.
  • Assist employees with routine Human Resources and Finance inquiries and direct inquiries to appropriate staff as needed.
  • Support invoice coding, procurement processes, purchasing documentation, and expense reporting activities.
  • Coordinate technology requests, equipment tracking, inventory management, and IT-related administrative support.
  • Support organizational procurement and purchasing activities within authorized limits.
• Purchasing & Procurement
  • Purchase office and operational supplies within authorized spending limits.
  • Coordinate vendor orders, quotes, purchasing documentation, and procurement records.
  • Maintain purchasing and vendor records.
  • Support organizational purchasing and procurement processes.
• Organizational Support
  • Identify opportunities to improve administrative and operational processes.
  • Participate in organizational improvement initiatives and projects.
  • Assist with compliance monitoring…