Executive Assistant to the President & CEO

Job Overview

The Executive Assistant role supports the President and CEO by delivering high-level administrative and executive assistance. The position requires managing confidential communications, organizing vital documents, and facilitating smooth operations through proactive planning and prioritization. The role engages regularly with internal teams, external stakeholders, and prominent visitors.

Key Responsibilities

• Provide administrative support focused on gathering and organizing meeting-related materials daily, and tracking follow-up actions.
• Manage confidential correspondence with discretion and professionalism.
• Anticipate the President's needs by preparing necessary resources and documents ahead of time.
• Organize and maintain the President’s calendar and appointments using Outlook.
• Detect and resolve issues before they escalate.
• Serve as a cultural liaison promoting trust, alignment, transparency, and accountability within the organization.
• Execute special projects as assigned by the President.
• Organize and maintain a filing system for administrative, contractual, and archived records, performing regular audits.
• Handle all incoming and outgoing mail for the President and screen phone calls accordingly.
• Prepare various correspondence, memos, charts, and presentations while ensuring accuracy and clarity, including proofreading for grammar and layout.
• Draft emails and communications on behalf of the President & CEO.
• Create and manage engaging social media content aligned with the President & CEO's branding and tone.
• Support planning and execution of employee and corporate events.
• Assist with Board meetings and organizational functions, including managing kitchen inventory and catering arrangements.
• Coordinate travel arrangements including flights, lodging, and travel reports for the President.
• Prepare daily progress reports, expense reports, and mileage reimbursement requests for the President.
• Assist with preparation activities for CARF accreditation reviews.
• Support grant application processes such as CDBG.
• Maintain consistent attendance and reliability.
• Occasionally run errands and approve senior management payroll and attendance tracking.

Qualifications and Skills

• Driven by organizational mission and core values; personable and easy to collaborate with.
• High integrity and trustworthiness due to access to sensitive information.
• Strong written communication skills.
• Solid understanding of office functions and proficiency with office equipment.
• Advanced knowledge of Microsoft Office suite including Outlook, Word, PowerPoint, Excel, and related tools like mail merge and spreadsheets.
• Must successfully pass drug screening and background checks.
• Authorization to work in the United States.
• 4-5 years of executive-level administrative experience preferred, including some office management exposure.
• Associate degree or equivalent education/training or experience required; bachelor’s degree desirable.
• Excellent interpersonal skills, discretion, and judgment in handling confidential matters.
• Self-starter capable of working independently and collaboratively.
• Exceptional proofreading and document editing skills.
• Strong analytical ability for data summarization, problem-solving, and task prioritization.
• Effective verbal communication skills for diverse audiences.
• Ability to make quick, sound decisions independently.
• Highly organized with strong planning and multitasking capabilities.
• Proactive problem solver addressing daily office challenges.
• Ability to coordinate activities across the corporate office and senior management teams effectively.
• Office environment requires average visual focus; physical demands are minimal.
• Adherence to safety regulations including OSHA standards, evacuation protocols, and accident reporting is required.