Executive Administrative Assistant

Job Description

Job Description

The Executive Administrative Assistant provides high-level administrative and operational support to the President & CEO and Chief Operating Officer. This role serves as a strategic partner to executive leadership ensuring alignment of priorities, coordination across the leadership team, and effective agency-wide communication.

Key Responsibilities

Executive & Leadership Support

• Manage complex calendars for the CEO and COO
• Coordinate leadership meetings and priorities
• Prepare reports, presentations, and correspondence
• Coordinate travel, expenses, and logistics

Leadership Team Coordination

• Attend Senior Leadership meetings and record minutes. Follow up with members of the Senior Leadership team to obtain signatures when necessary
• Track key initiatives and action items
• Facilitate cross-functional communication across divisions and departments
• Work with leadership on special projects

Agency Wide Communication

• Manage communication flow from leadership to staff
• Draft organizational updates and announcements
• Ensure consistent messaging across the agency

Board and Governance Support

• Serve as liaison to the Board of Directors
• Prepare agendas, materials and minutes
• Coordinate Board and committee meetings

Project & Administrative Management

• Track executive and agency-wide projects
• Maintain confidential records
• Support events and leadership initiatives
• Run regular reports for analysis purposes
• Compose letters, reports, RFRs, and other materials to produce finished work ready for distribution within prescribed deadlines
• Assist Director of Operations with the maintenance of copiers/printers by ordering toner, scheduling maintenance calls and troubleshooting machine errors when possible

Miscellaneous

• Engage in continuous learning and development. Attend various workshops and training designed to enhance skills in areas such as supervision and computer competency.
• Perform various other administrative duties. Act as backup receptionist when needed. Respond to inquiries from employees, outside agencies, and clients.
• Maintain a safe workplace environment by identifying and addressing any safety hazards/issues, reporting all employee accidents to Human Resources and consumer accidents to supervisors, and following established MHA safety policies and procedures.
• Perform other similar or related duties as directed

Requirements

• Three years of administrative experience required
• Bachelor’s degree preferred
• Strong verbal and written communication skills
• Must possess and demonstrate excellent computer skills and be capable of working independently in Microsoft 365
• Demonstrated ability to take initiative and exercise independent judgment
• Ability to research and evaluate data and develop sound conclusions and recommendations
• Visual acuity to written and computer screen data, attention to detail and manual coordination and dexterity in the operation of office equipment
• Ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Must possess qualities such as professionalism, decorum, ability to maintain confidentiality and use discretion

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• Pay Rate: $22-$24 an hour