Executive Administrative Assistant

If you're looking to do truly life-changing work, consider joining our team! Synergy Services employs compassionate individuals committed to strengthening people, families, and our community through prevention, crisis care, shelter, counseling, advocacy, and education. Before you apply, take a few minutes to visit our Employment Page to explore all of our current opportunities, watch our recruitment video, and get a feel for the culture, mission, and people that make Synergy Services such a rewarding place to work: Position: Executive Administrative Assistant Program : Administration Status: Full-Time, Hourly, 30-40 hours a week Description : The Executive Administrative Assistant provides high-level administrative and organizational support to the CEO and executive leadership team. This position is responsible for coordinating executive schedules and meetings, preparing and maintaining documents and records, supporting board and executive leadership activities, coordinating communications, and assisting with organizational projects and priorities. The Executive Leadership Administrative Assistant serves as a key organizational resource and works with a high degree of professionalism, discretion, confidentiality, and independent judgment. This position helps ensure effective communication, organization, follow-through, and coordination across executive leadership and the organization. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Executive Leadership Support:

• Provide comprehensive administrative support to the CEO and executive leadership team.
• Manage and coordinate calendars, meetings, appointments, and schedules.
• Prepare meeting agendas, materials, presentations, correspondence, and other documents as requested.
• Coordinate logistics for executive leadership meetings, retreats, special events, and organizational activities.
• Monitor action items and follow up on assignments to support timely completion.
• Maintain organized and accessible records related to executive leadership activities.
• Assist executive leadership with special projects, research, reports, and organizational initiatives.
• Coordinate information and communication among executive leadership, staff, board members, community partners, and other stakeholders as appropriate.
• Handle sensitive and confidential information with discretion and maintain appropriate confidentiality at all times.

Board of Directors Support:

• Provide administrative support for meetings of the Board of Directors and board committees as assigned.
• Assist with preparation and distribution of board agendas, meeting materials, minutes, and related documents.
• Maintain board records and assist with tracking board activities, assignments, and follow-up items.
• Assist with scheduling and coordination of board meetings, trainings, retreats, and special events.
• Support communication with board members as directed by the CEO or other executive leadership.

Communication & Correspondence:

• Draft, format, proofread, and distribute correspondence, reports, presentations, policies, and other written materials.
• Assist with internal and external communications on behalf of executive leadership.
• Respond to routine inquiries and direct questions or requests to the appropriate executive or department.
• Maintain professionalism and appropriate confidentiality in all written, verbal, and electronic communications.
• Coordinate and organize information received by executive leadership to ensure timely follow-up.

Organizational Coordination:

• Assist with coordinating agency-wide meetings, events, and projects.
• Maintain calendars, schedules, contact information, and other organizational records.
• Assist with tracking deadlines, reports, contracts, renewals, and other important organizational requirements as assigned.
• Coordinate with departments throughout the organization to obtain information and support completion of executive leadership priorities.
• Assist with preparation of organizational reports, presentations, and materials for internal and external use.
• Identify administrative processes that could be improved and recommend more efficient approaches.

Records & Document Management:

• Maintain confidential executive, board, and organizational records in accordance with agency policies and applicable requirements.
• Organize electronic and physical files to ensure information can be located efficiently.
• Assist with maintaining corporate records, policies, agreements, meeting records, and other official organizational documents.
• Support document retention and recordkeeping practices as assigned.

Community & Organizational Participation :

• Represent Synergy Services in a professional manner when interacting with employees, board members, community partners, vendors, and members of the public.
• Participate in committees, meetings, and organizational activities as assigned.
• Support the mission, vision, values, and goals of Synergy Services.
• Participation in Performance and Quality Improvement activity is required by each employee.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions EDUCATION and/or EXPERIENCE Associate degree from a college or university, or two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze and interpret common technical journals and financial reports. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

The employee must have a valid driver's license.

OTHER SKILLS AND ABILITIES

The employee in this position must have the ability to use general office equipment, type, and must be proficient in the use of Teams, Outlook, PowerPoint, Word, Excel and Google shared documents.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to sit; stoop, kneel, crouch, or crawl; and taste or smell. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

ADDITIONAL REQUIREMENTS

Must be at least 20 years of age, pass a background check and Family Care Safety Registry screening, fingerprint screen, drug screen and have a valid driver's license and proof of insurance. Non-Discrimination: Synergy Services is an EEO employer. We firmly support the principle and philosophy of equal employment for all individuals, regardless of age, race/ethnicity, religious creed, ancestry, color, sex, disability (including pregnancy), national origin, marital status, political belief, sexual orientation, gender identity, gender expression, genetic testing and screening information, covered veteran status or any other protected category pursuant to applicable federal, state or local laws. Benefits: All full-time positions are eligible for generous benefit package including medical, dental, vision, life and disability insurance, paid vacation and holidays, sick days and personal holidays and a 401K Plan with Employer Match. Some regular part-time positions are eligible for partial benefits. Synergy Services is committed to fostering, cultivating, and preserving a culture of belonging and representation. We feel our staff, interns, and volunteers are among our most valuable assets. We embrace and encourage the differences in life experiences, knowledge, self-expression and unique capabilities that our staff, interns and volunteers bring to their work at Synergy. These aspects strengthen our agency, community, and our work with clients. Synergy Services, Inc.