Executive Administrative Assistant

Job Description

Job Description

GENERAL SUMMARY

Provide high-level administrative and executive support to the CEO, agency managers, and supervisors, ensuring the smooth, efficient, and professional operation of the organization.

DUTIES & RESPONSIBILITIES

• Serve as the first point of contact for the organization, professionally answering, screening, and directing inbound calls, and welcoming visitors and clients with a high standard of customer service
• Manage general office operations, including copying, faxing, mailing, and other clerical support functions
• Respond to and appropriately route requests for information and data from internal and external stakeholders
• Oversee incoming and outgoing correspondence, including opening, sorting, and distributing mail; coordinate daily pickup and drop-off of mail at the post office
• Prepare and transport bank deposits daily, ensuring accuracy and confidentiality of financial materials
• Draft, edit, and finalize a variety of correspondence, reports, memos, and other documents on behalf of the CEO and management team
• Develop meeting agendas and coordinate scheduling for executive and management staff
• Prepare and reconcile expense and mileage reports for the CEO and management team
• Coordinate all travel arrangements for the CEO and staff as needed, ensuring cost-effective and efficient planning
• Maintain office equipment functionality by scheduling preventive maintenance, coordinating repairs, tracking usage (e.g., Xerox readings), and evaluating new equipment or technology solutions
• Manage office supply inventory, including monitoring stock levels, anticipating needs, placing and expediting orders, and verifying receipt of deliveries
• Maintain an organized and functional agency supply room
• Ensure accurate and timely distribution of office supplies and forms in coordination with the clinic manager
• Provide comprehensive administrative support to the CEO, including calendar management and preparation of materials for professional engagements
• Assist the CEO in preparing materials, agendas, and logistics for monthly Board of Directors meetings
• Coordinate and maintain professional appointments and meeting schedules for the CEO and other management staff
• Handle sensitive and confidential documents and communications with the highest degree of discretion on behalf of the management team
• Maintain organized, accurate, and accessible hard copy and electronic filing systems and records
• Perform additional duties as assigned to support organizational needs

EDUCATION & EXPERIENCE

• High School Diploma or GED required; Associate's or Bachelor's degree preferred
• Minimum of two years of recent, relevant experience in an Executive Administrative Assistant role, preferably supporting C-suite or senior leadership

KNOWLEDGE, SKILLS & ABILITIES

• Advanced proficiency in Microsoft Office and other relevant business software, with the ability to quickly learn new systems and tools
• Strong working knowledge of standard office equipment and technology
• Deep understanding of clerical, administrative, and office management principles and best practices
• Excellent written and verbal communication skills, with the ability to interact professionally across all levels of an organization
• Demonstrated ability to plan, organize, and manage multiple priorities in a fast-paced environment
• Sound judgment in assessing problems, evaluating options, and implementing effective solutions
• Skilled in gathering, synthesizing, and monitoring information to support informed decision-making
• Exceptional attention to detail and commitment to accuracy in all work products
• High degree of flexibility and adaptability, with a strong customer service orientation and collaborative, team-oriented approach
• Unquestionable discretion and sound judgment in handling confidential and sensitive information

Job Type: Full-Time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person, Waxahachie, TX