Position Summary
The Executive Administrator & Project Coordinator provides high-level administrative, planning, scheduling, and project coordination support to executive leadership and the organization. This role keeps priorities, meetings, deliverables, and operational details moving forward across a growing nonprofit behavioral health organization.
The position is designed for a highly organized professional who can anticipate needs, exercise sound judgment, protect confidential information, and independently manage multiple workstreams. This is not the organization's primary human resources or payroll role; instead, it serves as the central point of executive coordination, organizational follow-through, and administrative project support.
Essential Duties and Responsibilities:
Executive and Administrative Support
· Provide high-level administrative support to the CEO, and other senior leaders as assigned.
· Manage complex calendars, appointments, internal deadlines, and scheduling priorities.
· Draft and prepare correspondence, reports, presentations, forms, briefing materials, and internal communications.
· Organize executive files, reference materials, action logs, and administrative systems.
· Use discretion in handling sensitive personnel, client, financial, legal, operational, and board-related information.
Meetings, Board Support, and Follow-Through
· Coordinate leadership, staff, board, committee, project, funder, and community meetings.
· Prepare agendas, meeting packets, presentation materials, minutes or notes, and action-item summaries.
· Track commitments, deadlines, and follow-up items and proactively prompt responsible parties.
· Coordinate meeting logistics, including space, technology, materials, refreshments, and virtual access.
· Support board calendar planning, meeting preparation, document collection, and governance-related administrative needs.
Project Coordination
· Coordinate special projects and operational initiatives assigned by executive leadership.
· Create and maintain project plans, timelines, milestone trackers, responsibility matrices, and status updates.
· Follow up with internal and external stakeholders to support timely completion of deliverables.
· Organize project records, contracts, reports, grant materials, compliance documentation, and implementation files.
· Identify delays, unresolved decisions, or competing priorities and elevate them to leadership promptly.
Organizational and Operational Administration
· Serve as a coordination point among leadership, departments, vendors, board members, and community partners.
· Coordinate office-wide administrative processes, organizational calendars, events, trainings, and special functions.
· Support vendor communications, service scheduling, purchasing coordination, and operational readiness as assigned.
· Assist with organizational registrations, insurance documentation, leases, licenses, contracts, and renewals by tracking deadlines and gathering required materials.
· Recommend practical improvements to administrative workflows, document control, meeting practices, and task tracking.
Communication and Organizational Readiness
· Help maintain consistent internal communication and ensure key information reaches the appropriate individuals.
· Maintain a professional and welcoming presence with staff, clients, board members, vendors, and community partners.
· Support onboarding logistics, leadership orientation materials, training coordination, and staff events in partnership with HR and department leaders.
· Provide backup administrative support during periods of high workload, vacancies, deadlines, or special projects.
Required Qualifications
· Bachelor's degree or 5-7 years experiance in business administration, nonprofit management, communications, project management, or a related field.
· At least five years of progressively responsible administrative, executive support, office management, project coordination, or comparable professional experience.
· Demonstrated experience managing executive calendars, meetings, deadlines, projects, and confidential information.
· Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
· Excellent written communication, organization, judgment, prioritization, and follow-through.
Preferred Qualifications
· Experience in a nonprofit, healthcare, behavioral health, legal, medical, government, or professional-services environment.
· Experience supporting a CEO, board of directors, or senior leadership team.
· Experience with project-management tools, board materials, contracts, grants, compliance calendars, or operational implementation.
· Project management or administrative professional certification is a plus.
Core Competencies
· Executive presence and professionalism
· Independent judgment and discretion
· Anticipation and proactive follow-through
· Project organization and deadline management
· Clear written and verbal communication
· Problem solving and adaptability
· Relationship coordination across departments
· Calm execution in a fast-moving environment
Physical and Scheduling Requirements
· Ability to sit, stand, walk, bend, and use standard office equipment for extended periods.
· Ability to occasionally lift or move office materials weighing up to 25 pounds, with assistance available when needed.
· Standard business hours apply, with occasional flexibility for board meetings, events, deadlines, or special projects.
Equal Employment Opportunity
Thrive IRC is an Equal Opportunity Employer and does not discriminate on the basis of any status protected by federal, state, or local law.
Pay: $53,000.00 - $64,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
