Executive & HR Administrative Assistant

Executive & HR Administrative Assistant

Columbia Ability Alliance (CAA) is a nonprofit organization dedicated to empowering individuals with disabilities through employment services, training programs, and community-based support. Our work creates opportunities for meaningful employment and greater independence for the people we serve.

We are seeking a detail-oriented and organized Executive & HR Administrative Assistant to provide executive, administrative, and HR support to the CEO and Human Resources Manager. This role is an important part of supporting effective day-to-day operations and providing responsive service to leaders and employees across the organization.

Job Summary The Executive & HR Administrative Assistant has primary responsibility for providing professional, responsive front-office coverage and serves as a welcoming first point of contact for clients, visitors, callers, and community members. The position also provides core administrative support to the Chief Executive Officer (CEO), Board of Directors, and Human Resources Manager, with work prioritized according to immediate operational needs, fixed deadlines, and direction from the Human Resources Manager.

This position requires a proactive, organized, and highly professional individual who can balance responsive service with focused project work, maintain confidential information, communicate effectively with internal and external stakeholders, track commitments and deadlines, and exercise sound judgment in coordinating administrative and operational activities.

The Executive & HR Administrative Assistant supports CAA's mission by contributing to executive effectiveness, effective HR operations, clear communication, efficient organizational processes, and a positive experience for clients, visitors, employees, and community partners.

Reporting Relationship

Reports directly to the Human Resources Manager, who establishes overall work priorities, and provides administrative support to the CEO and Board of Directors. The employee manages routine work independently and promptly raises competing commitments or unclear priorities to the Human Resources Manager. When a conflict involves a CEO or Board request, the employee identifies that fact so the Human Resources Manager and CEO can align priorities as appropriate.

Essential Duties and Responsibilities

Role Structure and Prioritization:

• Serve as a professional and welcoming first point of contact for clients, visitors, and members of the public.
• Answer, screen, and appropriately route incoming telephone calls and respond to routine inquiries.
• Assist clients and visitors by providing general information and connecting them with the appropriate staff member or resource.
• Coordinate front-office coverage to help ensure consistent support for clients and visitors during regular business hours.
• Provide general administrative and project support as assigned, subject to established front-office, CEO, Board, and HR priorities.

Core Responsibility - CEO Administrative Support:

• Manage and coordinate the CEO's calendar, including scheduling meetings and maintaining appropriate time for organizational priorities.
• Coordinate meetings and appointments, including confirming logistics and preparing or distributing agendas and supporting materials as appropriate.
• Draft, format, and prepare correspondence, presentations, talking points, and other materials for CEO review.
• Monitor important deadlines, commitments, and follow-up items and provide reminders or administrative support to facilitate timely completion.
• Coordinate communications and requests directed to the CEO, assess urgency and applicable deadlines, ensure timely follow-up, and promptly raise competing priorities to the Human Resources Manager for direction.
• Provide administrative and project support that helps improve executive workflow and organizational effectiveness.

Core Responsibility - Board of Directors Support:

• Coordinate and maintain the annual Board of Directors and committee meeting calendar.
• Prepare, compile, and distribute Board and committee meeting materials in accordance with established timelines.
• Attend Board and committee meetings as assigned; prepare accurate meeting minutes, document motions and key decisions, and track follow-up action items.
• Coordinate Board communications, meeting logistics, and related administrative activities.
• Assist with meeting arrangements, including building access, technology and virtual meeting setup, and other participant needs.

Core Responsibility - Human Resources Administrative Support:

• Serve as the initial point of contact for routine HR administrative requests, provide established information, and promptly refer policy, employee-relations, eligibility, complaint, or exception matters to the Human Resources Manager.
• Provide recruitment coordination by posting approved job announcements, conducting initial outreach or structured prescreening, scheduling interviews, and maintaining applicant documentation.
• Coordinate pre-employment and onboarding logistics, including background checks, drug screenings, new-hire documentation, system access, orientation scheduling, and required follow-up.
• Provide administrative support for benefits and leave processes by distributing approved information, assisting with forms and enrollment, tracking dates and documentation, maintaining records, and referring interpretive or eligibility questions to the Human Resources Manager.
• Maintain routine employee records, HRIS information, calendars, reminders, training records, and the BambooHR resource library in accordance with established procedures.
• Compile workforce data and supporting documentation for reports, audits, and compliance activities prepared, reviewed, or approved by the Human Resources Manager.
• Provide scheduling, logistical, document-preparation, and communication support for employee engagement, training, safety, and other HR initiatives led by the Human Resources Manager.

Additional Responsibility - Technology and Process Improvement:

• Provide administrative coordination for designated technology platforms and external IT vendors, including routing requests, tracking resolution, coordinating access, and supporting user communication.
• Utilize organizational technology and administrative systems to support effective communication, scheduling, document management, and workflow coordination.
• Maintain proficiency in Microsoft Office Suite, Outlook, Teams, virtual meeting platforms, and other technology tools relevant to the position.
• Identify opportunities to improve administrative processes, workflow efficiency, and the effective use of technology.
• Assist with designated technology-platform implementation and administration as assigned, subject to the position's primary front-office and core administrative responsibilities.

Qualifications

Education and Experience:

• Associate's or Bachelor's degree in Business Administration, Human Resources, or a related field preferred; equivalent combination of education, training, and relevant experience may be considered.
• Minimum of two years of progressively responsible administrative experience supporting executive leadership, human resources, or a combination of related functions.
• Experience supporting a nonprofit organization, executive leadership team, or Board of Directors is preferred.

Skills and Competencies:

• Strong interpersonal, written, and verbal communication skills.
• Demonstrated ability to manage confidential and sensitive information with integrity, discretion, and professionalism.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing responsibilities.
• Excellent attention to detail and commitment to accuracy and follow-through.
• Ability to work independently while maintaining regular communication and alignment with leadership.
• Demonstrated ability to exercise sound judgment and recognize when to seek guidance or escalate an issue.
• Strong customer service skills and the ability to interact professionally with employees, clients, visitors, Board members, community partners, and other stakeholders.
• Proficiency in Microsoft Office Suite, HRIS platforms, virtual meeting tools, and other relevant technology.
• Ability to adapt to changing organizational needs and support a variety of projects and initiatives.

Physical Requirements

• Sedentary Work: Primarily seated work using a computer and standard office equipment.
• Repetitive Motion: Frequent use of hands and fingers for typing and other office tasks.
• Visual and Auditory: Ability to read documents and communicate effectively in person, by phone, and virtually.
• Physical Exertion: Occasionally lift or move office materials up to 10 pounds.
• Mental Requirements: Ability to maintain attention to detail, manage multiple priorities, and handle confidential information.

Benefits

Full-time employees working at least 30 hours per week are eligible to enroll in medical, dental, vision, and life insurance benefits after 60 days of employment. Full-time employees also accrue vacation and sick leave in accordance with applicable policies. Participation in our 401(k) retirement plan is available after one year of continuous service and at least 1,000 hours worked during the applicable eligibility period.

Equal Employment Opportunity & Reasonable Accommodation

Columbia Ability Alliance is an equal opportunity employer committed to providing equal employment opportunities to all qualified individuals. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

Columbia Ability Alliance is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and employment process. Individuals who require a reasonable accommodation to participate in the application or interview process are encouraged to contact Human Resources.