Executive Assistant/Program Assistant

Job Description

Job Description

The Executive Assistant / Program Assistant provides high-level administrative and operational support to the Executive Director and Director of Programs. This position serves as a key liaison among the Executive Team, Finance Department, program staff, community partners, and other stakeholders. The role helps ensure that The Encore’s programs operate effectively, remain organized, meet administrative and fiscal requirements, and support the organization’s mission. The position supports the Transitional Living Program, Sexual Risk Avoidance Education Program, and Street Outreach Program, which are funded by the Family and Youth Services Bureau.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage calendars, appointments, meetings, travel arrangements, and priorities for the Executive Director and Director of Programs.

• Prepare agendas, correspondence, presentations, reports, meeting materials, and minutes.

• Track assignments, deadlines, approvals, and follow-up items for the Executive Team.

• Maintain confidential executive, personnel, financial, and program information.

• Coordinate internal and external communications and provide professional assistance to staff, partners, vendors, and community members.

• Organize executive files, contracts, records, and other administrative documents.

Finance Liaison and Fiscal Coordination

• Serve as the primary administrative liaison between the Finance Department and Executive Team.

• Coordinate invoices, purchase requests, reimbursements, timesheets, expense documentation.

• Help program staff submit complete, accurate, and timely financial documentation.

• Track program expenditures and budget-related deadlines in collaboration with Finance and program leadership.

• Support preparation for fiscal reviews, audits, grant reporting, and monitoring visits.

• Identify discrepancies or missing information and route issues to the appropriate leader for resolution.

Program Operations and Grant Support

• Assist the Director of Programs with day-to-day coordination of all programs, reporting schedules, performance measures, required documentation, and compliance deadlines.

• Coordinate communication across programs to support consistent implementation of policies, procedures, and service standards.

• Maintain organized program files and assist with data collection, quality checks, progress reports, and grant documentation.

• Schedule program meetings, trainings, outreach activities, and monitoring visits; document action items and follow through on completion.

• Help identify operational barriers, elevate concerns, and coordinate solutions with program and executive leadership.

• Support onboarding, purchasing, supply coordination, and administrative needs for program teams.

• Assist with preparation for program reviews and other required oversight activities.

• Promote effective collaboration, timely communication, and continuous improvement across all programs.

Qualifications

• Associate degree in business administration, nonprofit management, human services, public administration, or a related field required; bachelor’s degree preferred.

• At least three years administrative, executive support, program support, or nonprofit experience.

• Strong proficiency with Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, and Teams.

• Excellent written and verbal communication, organization, time management, and problem-solving skills.

• Ability to manage multiple priorities, meet deadlines, exercise sound judgment, and maintain confidentiality.

• Ability to work collaboratively with executives, finance personnel, program staff, partners, and diverse communities.

Core Competencies

• Integrity and discretion

• Attention to detail and accuracy

• Initiative and accountability

• Service-oriented communication

• Collaboration and relationship management

• Adaptability and effective prioritization

• Commitment to youth well-being and The Encore’s mission

Work Environment and Schedule

This position operates in a professional office and program environment. Occasional local travel, evening work, or weekend work may be required to support meetings, outreach activities, events, trainings, or program needs.

Physical Requirements

The employee must be able to perform routine office duties, use a computer and telephone, communicate effectively, and occasionally move supplies or materials. Reasonable accommodations may be made to enable qualified individuals with

disabilities to perform the essential functions.