Executive Administrative Assistant Office Support

Job Description

Job Description

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

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Job Summary 

Reporting to the Chief Compliance Officer, the Executive Administrative Assistant–Office Support (AAOS) provides comprehensive administrative and office support to designated members of the Senior Leadership Team and their respective functional areas. Responsibilities include calendar and scheduling support, meeting and conference room coordination, data entry and record maintenance, document preparation, project support, and other administrative assignments as needed.

The AAOS is expected to manage assignments efficiently, meet established deadlines, demonstrate strong attention to detail, proactively address routine issues, and seek guidance when appropriate. The position also provides, as needed, front desk coverage at the Organization’s administrative office, helping to maintain a professional, welcoming, and well-organized office environment. The AAOS will be an active listener and provide high-quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions 

• Prepares and formats general reports, correspondence, memoranda, presentations, and other documents for the designated Senior Leadership Group, as assigned.
• Performs accurate and timely data entry across multiple systems, including processing and tracking purchase orders, billing and other administrative information.
• Provides administrative support for the Organization’s Learning Management System (LMS), including entering and updating employee training information, maintaining training records, generating routine reports, and assisting with tracking training completion and compliance.
• Supports Learning & Development activities by assisting with training schedules, participant communications, attendance records, training materials, and other administrative coordination. 
• Maintains accurate and confidential records and ensures information is entered and updated timely across designated systems.
• Assists Compliance, IT, and HR/Learning & Development with recurring administrative assignments, special projects, data tracking, documentation, and departmental initiatives as assigned.
• Performs general clerical and administrative duties in accordance with established procedures, instructions, and organizational practices.
• Organizes and maintains electronic and paper files and coordinates the preparation and distribution of correspondence and mail.
• Supports the organization and readiness of offices, conference rooms, and training spaces, ensuring rooms are appropriately prepared for meetings, training, and organizational activities.
• Coordinates Senior Leadership meetings, including scheduling, conference room preparation, development and distribution of agendas and meeting materials, attendance tracking, and preparation and distribution of meeting minutes.
• Attends Board and/or Committee meetings, as assigned, to take accurate meeting notes and assist with the preparation of meeting minutes and related documentation.
• Provides reception and front desk coverage for the Administration Office, as needed, including greeting visitors, responding to general inquiries, and directing individuals to the appropriate staff or department.
• Provides administrative and project support to designated departments and Senior Leadership team members and performs other related duties as assigned based on organizational needs.

Other duties as assigned.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, training, and supervisory sessions as required. 
• Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• Associate degree required. Or an Administrative Assistant Certificate with a high school diploma, GED/TASC is required. 
• At least 3+ years of administrative and clerical experience required.
• NYS Notary Public. Preferred. 
• Experience working in a social service setting such as with persons experiencing homelessness, mental illness, and/or substance use population preferred. 

Skills & Competencies 

• Proficiency in Google Suite & Microsoft 365, Videoconference, & technical online skills. 
• Excellent interpersonal skills and ability to work as both part of a team and independently.
• Strong written and verbal communication skills.
• A proactive person-centered approach.
• Experience in working with diverse communities. 
• Foreign language is a plus.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various programs sites.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees. 

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.