About COTS
For 40 years, COTS (www.cotsdetroit.org) has been committed to serving the most vulnerable members of the Detroit community by providing emergency shelter, supportive housing, and wraparound services for more adults and children daily. COTS supports more than 1,000 heartbeats daily and is on a mission to create opportunities for families overcoming poverty to collaborate, thrive, and succeed in building strong and stable households, neighborhoods, and communities.
Executive Administrative Assistant
The Executive Administrative Assistant is a trusted strategic partner to the CEO and Executive Leadership Team, providing exceptional executive support while ensuring the smooth coordination of executive operations, board administration, organizational communications, and office management.
This highly visible position requires exceptional judgment, discretion, initiative, and the ability to anticipate organizational needs before they arise. The Executive Administrative Assistant serves as a central point of coordination across departments, helping leaders remain organized, informed, and focused on advancing the mission of COTS. In addition to executive support, this position serves as an internal resource for organizational technology and administrative systems by helping staff effectively utilize existing platforms, coordinating with technology vendors when needed, and identifying opportunities to improve efficiency through technology.
This is an ideal opportunity for someone who thrives in working independently, solving problems, creating organization from complexity, building strong relationships, and contributing to the success of a mission-driven executive team
Essential Functions
Executive Leadership Support
· Provide comprehensive administrative support to the CEO and Executive Leadership Team.
· Manage complex executive calendars, scheduling, meeting logistics, and travel arrangements.
· Coordinate executive priorities while anticipating scheduling conflicts and organizational needs.
· Prepare reports, presentations, correspondence, meeting agendas, and executive materials.
· Maintain confidential executive records and sensitive organizational information.
· Monitor executive action items and assist leadership in following through on priorities.
· Coordinate cross-departmental projects and executive initiatives.
· Assist with expense reporting and administrative budget reconciliation.
Board Administration
· Coordinate Board of Directors meetings and committee meetings.
· Prepare board packets, agendas, minutes, and supporting documentation.
· Serve as a liaison between executive leadership and members of the Board.
· Maintain board records and governance documentation.
Office Operations
· Oversee daily administrative office operations.
· Maintain office supplies, equipment, and administrative workspaces.
· Welcome visitors, donors, community partners, and guests with professionalism.
· Coordinate the physical and logistical arrangements for meetings, conference rooms, and organizational events.
· Maintain organized electronic and physical filing systems.
Organizational Technology & Administrative Systems
· Serve as an internal resource for organizational platforms including Microsoft 365, Monday.com, CRM systems, and other business applications.
· Assist staff with routine questions regarding organizational systems and administrative technology.
· Coordinate with technology vendors and IT partners to resolve system issues.
· Maintain accurate organizational data within administrative systems.
· Assist with implementation of new administrative processes and technology solutions.
· Identify opportunities to improve workflows and increase organizational efficiency through technology.
· Assist in documenting administrative procedures and technology processes.
Essential Competencies
· Executive presence and professionalism
· Exceptional organizational skills
· Strong written and verbal communication
· Excellent judgment and discretion
· Ability to anticipate needs before they arise
· Strong project coordination skills
· Advanced attention to detail
· Critical thinking and problem-solving
· Ability to prioritize multiple competing priorities
· Adaptability within a fast-paced environment
· Strong customer service orientation
· Collaborative relationship-building
· Commitment to continuous improvement
· Ability to maintain confidentiality
· Initiative and accountability
· Commitment to the mission and values of COTS
Qualifications
· Associate's or Bachelor's degree in Business Administration, Communications, Organizational Leadership, or a related field (or equivalent professional experience).
· Minimum of 5 years supporting senior executives, executive leadership, or C-suite professionals.
· Experience managing complex executive calendars and competing priorities.
· Proficiency in Microsoft Office Suite, Microsoft Teams, Outlook, Excel, PowerPoint, Canva, and Word.
· Experience using project management platforms such as Monday.com preferred.
· Experience working with AI productivity tools such as Claude or ChatGPT to improve efficiency.
Industry
Human Services
Employment Type
Full-Time, non-exempt
Hourly
Compensation will be commensurate with experience and qualifications.
Supervisory Responsibility
This position does not have direct supervisory responsibilities.
Work Environment
This position operates in a customer service–focused environment that is highly engaging with people and hands-on in nature. The role is in person and performed primarily onsite with occasional offsite work required for meetings and related responsibilities.
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.
Expected Hours of Work
This is a full-time in person position. The days and hours of work are Monday through Friday.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
COTS is an equal opportunity employer that abides by all Federal, State, and local employment laws.
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Describe your experience supporting C-suite executives (CEO, COO, President, Executive Director, etc.). Please include:
Number of executives supported
Size of organization
Years of executive support experience
- What type of executive responsbilities have you managed?
- This position requires anticipating needs before they become urgent. Tell us about a time you identified a potential issue before your executive recognized it. What did you do?
- Describe how you have used technology to improve efficiency, organization, or communication within your organization.
- Tell us about your experience supporting executive leadership in a nonprofit organization.
Work Location: In person
