Executive Administrative Assistant

Reports to:

Chief Executive Officer (CEO) (Provides administrative support to VP of Operations; VP of Development and Communications; Director of Dental Services)
Direct Reports: N/AFLSA Classification:
Non-Exempt About the Job:

The Executive Administrative Assistant plays a key role in supporting organizational effectiveness through the executive team leadership support, board and committee coordination, and oversight of office operations. This includes managing leadership team member’s calendars, meetings, and materials; coordinating board, committee, department, team meetings and training, agendas, minutes, and governance records; event admin support and coordination; support and overseeing day-to-day office systems, supplies, records, and administrative processes.

This position ensures leadership priorities are organized and executed efficiently, governance activities are well-coordinated, and office operations run smoothly.

• 1.) Upholds the mission, vision, and core values of Community Smiles Dental by consistently demonstrating inclusivity, professionalism, quality, compassion, and community in all aspects of the roles.
• 2.) Positively contributes to building a highly inclusive culture where team members can thrive and represent CSD’s core values to the best of their ability.
• 3.) Maintains strong and positive working and interpersonal relationships with all employed at Community Smiles Dental including interns, externs and volunteers.
• 4.)Understands and complies with all employment policies and procedures defined by Community Smiles Dental.

• 1.) Provides comprehensive administrative support to the Leadership team, including calendar management, meeting coordination, preparation of materials.
• 2.) Coordinates Board of Directors and committee activities, including meeting scheduling, agenda preparation, development of meeting materials, documentation of minutes, maintenance of records, and follow-up communication.
• 3.) Oversees daily office operations, including management of administrative processes, office systems, supplies, records management, and workplace needs to support an efficient and organized environment.

• Under the area of leadership administration:
• Provides high-level administrative support to the leadership team, including calendar management, meeting coordination, date reminders.
• Coordinates leadership member meetings, agendas, notes, and action item tracking to support organizational alignment.
• Develops and designs presentation materials, including slide decks for team meetings, staff training, and leadership presentations, ensuring content is clear, visually consistent, and aligned with organizational messaging and objectives.
• Assists with preparation for team meetings, strategic discussions, and organizational initiatives.
• Tracks deadlines, commitments, and follow-up items to ensure timely completion.
• Supports leadership-level communication with internal teams, partners, donors, and community stakeholders.
• Tracks data and information in internal systems
• Provide administrative support for Community Smiles Dental’s two annual fundraising events, including assistance with guest registration systems, seating assignments, name tag preparation, and other event logistics as needed.
• Support Development Team printing and mailing needs, including weekly donor acknowledgments, quarterly newsletters, annual reports, direct mail appeals, and other donor communications.
• Help maintain CSD’s Amazon Wishlist by keeping items current, monitoring incoming donations, and tracking donated items for acknowledgment and reporting purposes.
• Supports administrative functions of CSD’s finance team through execution of daily bookkeeping…