Executive Assistant

Job Description

Job Description

Executive Assistant to leadership at a well-known non-profit agency

providing services to the homeless community

Position Summary:
The Executive Assistant provides high-level administrative and operational support to the Director and HR Manager. This position serves as a key point of coordination, ensuring leaders are organized, informed, and supported in managing daily priorities, employee-related matters, meetings, communications, travel and departmental activities. The ideal candidate is highly organized, professional, discreet, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Provide comprehensive administrative support to the Director, (2) Associate Directors, and the HR Manager.
• Manage calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive documents.
• Attend meetings as needed, take accurate notes, and track action items and follow-up deadlines.
• Coordinate communication between leadership, employees, and other departments.
• Maintain confidential employee and organizational information with a high degree of discretion.
• Support employee engagement initiatives, meetings, training, events, and departmental programs.
• Prepare spreadsheets, reports, tracking logs, and presentations using Microsoft Office.
• Assist leadership with special projects, research, data gathering, and operational initiatives.
• Handle Director’s incoming calls, emails, correspondence, and inquiries professionally and appropriately.
• Coordinate travel arrangements, meetings, conference rooms, and other logistical needs when required.
• Coordinate company events, holiday parties, and employee awards.
• Serve as a professional liaison between executives, employees, vendors, clients, and other stakeholders.
• Identify administrative needs proactively and recommend ways to improve efficiency and organization.

Skills, Experience, Education and Abilities:

• 3+ years of experience as an Executive/Administrative Assistant in a non-profit organization.
• Bachelor’s degree or equivalent combination of education and experience preferred.
• Strong organizational and time-management skills with the ability to prioritize competing demands.
• Experience supporting multiple members of senior leadership.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to handle confidential and sensitive information appropriately.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently while also functioning effectively as part of a team.
• Strong problem-solving skills and the ability to anticipate the needs of senior leadership.
• Ability to remain calm, flexible, and professional in a fast-paced environment.