Executive Assistant

Job Description

Job Description

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Director and Executive Office of Omega Psi Phi Fraternity, Inc. The position serves as a key liaison with staff, officers, committees, members, vendors, and external stakeholders.

Primary responsibilities include executive scheduling, meetings and travel, correspondence, records, special projects, and day-to-day coordination of the Executive Office. The role requires professionalism, discretion, organization, responsiveness, sound judgment, and the ability to manage multiple priorities.

Essential Duties and Responsibilities

Executive Support

• Manage the Executive Director’s calendar, appointments, meetings, scheduling priorities, deadlines, and action items.
• Coordinate internal and external meetings and prepare agendas, briefing materials, presentations, and other supporting documents.
• Draft, review, format, and distribute correspondence and communications on behalf of the Executive Director as requested.
• Provide reminders and follow-up on executive-level assignments, commitments, and organizational priorities.
• Handle confidential and sensitive executive information with appropriate discretion.

Meeting and Administrative Coordination

• Coordinate meeting logistics, including scheduling, meeting rooms, virtual links, materials, and other requirements.
• Attend designated meetings and prepare minutes, notes, action items, and follow-up documentation.
• Maintain organized electronic and physical records for the Executive Office.
• Prepare reports, spreadsheets, presentations, letters, memoranda, and other administrative documents.
• Track executive-level projects, assignments, deadlines, approvals, signatures, and document routing.

Travel and Expense Coordination

Coordinate business travel for the Executive Director, including transportation, lodging, itineraries, and related logistics.

Prepare travel itineraries and coordinate required travel documentation.

Assist with authorized executive travel expenses, reimbursements, and related recordkeeping.

Leadership, Committee, and Organizational Support

• Provide administrative support for meetings involving organizational leadership, officers, committees, and other designated groups.
• Coordinate scheduling, communications, meeting materials, and executive correspondence involving organizational leadership.
• Support special projects and organizational initiatives assigned by the Executive Director and track resulting follow-up items.
• Serve as an administrative liaison between the Executive Director and internal departments as directed.

Office and Operational Support

• Support the efficient day-to-day operation of the Executive Office and appropriately route executive-level correspondence, requests, and inquiries.
• Coordinate administrative projects involving multiple departments and maintain executive contact lists, records, files, and reference materials.
• Assist with executive meetings, organizational events, conferences, and special functions.
• Coordinate awards, plaques, recognition items, executive materials, and other assigned special projects.
• Work collaboratively across International Headquarters and perform other executive administrative duties as directed by the Executive Director.

Qualifications

• Bachelor’s degree in business administration, communications, organizational management, or a related field preferred; equivalent professional experience may be considered.
• Previous executive-level administrative support experience strongly preferred.
• Demonstrated experience managing complex calendars, meetings, travel, correspondence, and competing priorities.
• Strong written and verbal communication, organization, time-management, and follow-through skills.
• Sound judgment, discretion, confidentiality, and strong attention to detail and accuracy.
• Ability to interact professionally with executives, staff, organizational leadership, members, vendors, and external stakeholders while working independently and collaboratively.
• Proficiency with Microsoft Office applications and other business productivity and communication platforms.

Core Competencies

Executive Support • Professionalism and Discretion • Organization and Planning • Written and Verbal Communication • Attention to Detail • Time Management • Problem Solving • Relationship Management • Adaptability • Project Coordination • Confidentiality • Customer Service