Executive Assistant

KEY RESPONSIBILITIES: Essential Functions Executive and Administrative Support Serve as a dedicated strategic and administrative partner to the Senior Director of Engagement & Services, supporting program operations, department priorities, special projects, and key initiatives that advance association goals and program impact. Demonstrate exceptional time management and organizational skills by prioritizing competing demands, managing multiple projects, coordinating schedules and deadlines, and supporting the effective execution of program and departmental initiatives. Communicate clearly and collaborate effectively with the Senior Director of Engagement & Services, department leaders, administrative team, and internal stakeholders to ensure alignment, coordination, and successful implementation of priorities. Communication, Reporting, and Information Management Perform and oversee accurate data entry, reporting, recordkeeping, and basic analysis to support program evaluation, decision-making, compliance tracking, and operational planning. Create, edit, proofread, and format professional communications, reports, presentations, meeting materials, program documents, and other resources using Microsoft Office applications. Maintain organized electronic and physical files, training records, reports, and confidential information to ensure accuracy, accessibility, and compliance with organizational, licensing, and regulatory requirements. Program Coordination and Process Improvement Evaluate training resources, systems, and administrative processes to identify opportunities for improvement and support the development and coordination of program-related training initiatives. Assess and recommend improvements to procedures and practices to enhance consistency, efficiency, communication, and program quality across departments. Manage and support program-related special projects, initiatives, and cross-functional efforts, ensuring timely follow-through, coordination with stakeholders, and completion of assigned tasks. Customer Service, Relationships, and Staff Engagement Provide exceptional customer service and serve as a professional representative of the programs division in interactions with staff, members, volunteers, and community partners. Build and maintain strong working relationships across program areas to support collaboration, communication, alignment of services, and a positive staff experience. Support the development and coordination of staff recognition programs, team-building activities, engagement initiatives, recognition events, and wellness programs in alignment with organizational values. Other Position Functions: Maintain strict confidentiality of sensitive organizational, employee, and program-related information, exercising sound judgment and discretion. Foster and sustain collaborative relationships with community organizations and partners in support of program operations and initiatives. Attend and actively participate in program leadership, staff meetings, trainings, and special events; assist with preparation of materials and follow-up on key action items as needed. Respond promptly, calmly, and appropriately to emergency situations in accordance with organizational policies and procedures. Demonstrate strong time management and prioritization skills, independently managing workload while supporting the evolving needs of the programs division. Perform other duties as assigned to support program operations, leadership priorities, and organizational goals. Work Environment and Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate.