Executive Administrative Assistant

Executive Administrative Assistant

Under limited supervision, provides timely administrative support and performs a variety of administrative, fiscal, and supervisory duties. Coordinates, oversees, and executes multiple tasks and projects while ensuring efficient office operations. Serves as the primary operational and administrative point of contact, independently managing complex, sensitive, and confidential matters while ensuring effective coordination and communication.

This position operates with considerable independence and is accountable for achieving desired outcomes in support of departmental goals. The incumbent exercises judgment in setting priorities, managing workload, and coordinating projects while ensuring compliance with organizational policies and procedures.

Essential Duties and Responsibilities:

• Provide high-level administrative and operational support to leadership, ensuring the efficient execution of departmental priorities and initiatives.
• Lead the planning, coordination, and execution of meetings, conferences, special events, and strategic projects.
• Prepare, review, and maintain official agendas, notices, minutes, reports, presentations, and other executive level communications.
• Serve as the primary liaison among leadership, staff, external partners, agencies, and stakeholders, facilitating effective communication and collaboration.
• Coordinate executive calendars, schedules, travel arrangements, and related logistics.
• Oversee the management, retention, and disposition of official records, archives, and confidential documents in accordance with organizational requirements.
• Research, analyze, and compile information from multiple sources to prepare reports, recommendations, and responses to inquiries.
• Support leadership in developing, implementing, and monitoring organizational programs, projects, and operational initiatives.
• Prepare and monitor budgets, maintain financial records, and process purchasing, accounts payable, travel, and other fiscal transactions.
• Utilize business software applications, databases, spreadsheets, and virtual collaboration platforms to support operational efficiency and reporting.
• Draft, edit, and coordinate the distribution of correspondence, policies, reports, and other administrative documentation.
• Coordinate and oversee the work of administrative support staff, including training, work assignments, and performance monitoring.
• Monitor timekeeping and attendance processes to ensure compliance with organizational requirements and payroll deadlines.
• Identify opportunities for process improvement and implement solutions to enhance operational effectiveness and customer service.
• Handle sensitive, confidential, and complex matters with discretion, professionalism, and sound judgment.
• Maintain effective working relationships with internal and external stakeholders while providing exceptional customer service.
• Participate in professional development activities to maintain current knowledge of administrative, operational, and organizational best practices.
• Contribute to organizational success by performing other related duties and special assignments as required

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.