Position Summary
The Executive Administrative Assistant provides administrative and organizational support to the organization's executive leadership team. This position assists with scheduling, meeting coordination, correspondence, document preparation, recordkeeping, follow-up, and other day-to-day administrative needs that support the efficient operation of the executive office.
The Executive Administrative Assistant will also utilize technology, including generative artificial intelligence (AI) tools, to improve administrative efficiency, streamline routine tasks, and support the work of executive leadership.
The ideal candidate is highly organized, professional, dependable, technologically capable, and comfortable managing multiple assignments and priorities. This individual should demonstrate initiative, sound judgment, attention to detail, discretion, and an interest in identifying more efficient ways to accomplish administrative work.
Essential Duties and Responsibilities
Executive Administrative Support
- Provide administrative support to members of the executive leadership team
- Manage executive calendars and assist with scheduling internal and external meetings
- Coordinate meeting invitations, locations, virtual meeting links, and other meeting logistics
- Assist with organizing schedules and resolving routine scheduling conflicts
- Coordinate conference registrations, travel arrangements, and related logistics as needed
- Maintain executive contact lists, distribution lists, calendars, and organizational records
- Organize and maintain electronic files and executive-level documentation
- Handle confidential and sensitive organizational information with appropriate discretion
- Provide general administrative assistance to executive leadership as needed
Meeting Coordination and Follow-Up
- Assist with preparing and distributing agendas, meeting materials, presentations, and supporting documents
- Coordinate administrative logistics for executive, Board, committee, partner, and stakeholder meetings
- Attend designated meetings and prepare meeting notes, summaries, and action items as requested
- Maintain records of meeting materials and supporting documentation
- Assist with tracking routine follow-up items resulting from meetings
- Follow up with staff and external partners to obtain documents, information, updates, or materials requested by executive leadership
- Assist with scheduling subsequent meetings and coordinating next steps
Correspondence and Document Preparation
- Draft and prepare routine correspondence, emails, letters, and other communications for review
- Format, proofread, edit, and organize reports, presentations, meeting materials, spreadsheets, and other documents
- Assist with gathering and organizing information needed for reports, presentations, meetings, and other executive activities
- Prepare professional materials consistent with organizational standards
- Maintain templates and other frequently used executive and organizational documents
Technology and AI Skills
- Demonstrate familiarity with generative AI tools and their practical use in an administrative or professional work environment
- Utilize AI tools, when appropriate, to assist with drafting and refining correspondence, summarizing information, organizing meeting notes, developing agendas, conducting preliminary research, and improving administrative workflows
- Apply appropriate human review to AI-generated materials to ensure accuracy, quality, and appropriateness prior to use
- Understand and follow organizational expectations regarding confidentiality, data privacy, security, and the responsible use of AI
- Utilize Microsoft 365 and other workplace technology to improve organization, communication, collaboration, and administrative efficiency
- Learn and adopt new AI-enabled features and productivity tools as appropriate
- Identify practical opportunities to use technology to streamline repetitive administrative tasks and improve workflow efficiency
Board, Committee, and Stakeholder Support
- Assist with administrative coordination of Board, committee, subcommittee, partner, and stakeholder meetings
- Coordinate scheduling and meeting logistics
- Assist with preparation and distribution of meeting materials
- Maintain meeting records, documents, and contact information
- Assist executive leadership with communications and follow-up involving Board members, partners, and other stakeholders
- Provide administrative support for organizational events and stakeholder convenings as assigned
General Administrative Support
- Assist with preparation of reports, spreadsheets, presentations, and administrative documentation
- Process and organize routine administrative paperwork, invoices, expense documentation, purchase requests, and related materials as assigned
- Assist with registrations, meeting arrangements, event logistics, and other operational needs
- Maintain accurate and organized electronic records
- Provide administrative support for special projects and organizational initiatives
- Assist with maintaining efficient administrative systems and processes
- Perform other related administrative duties as assigned
Qualifications
Required
- Associate degree or equivalent combination of education and relevant professional experience
- Two to three years of administrative, executive support, office management, or related professional experience
- Strong organizational and time-management skills
- Strong written and verbal communication skills
- Excellent attention to detail and follow-through
- Ability to manage multiple assignments and deadlines
- Ability to work independently and appropriately prioritize assigned tasks
- Professional demeanor and strong interpersonal skills
- Ability to exercise appropriate discretion and maintain confidentiality
- Proficiency with Microsoft Office and Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
- Demonstrated familiarity with generative AI and its use in a professional or administrative environment
- Ability and willingness to learn new technology, software, and administrative systems
Preferred
- Bachelor's degree
- Previous experience providing administrative support to executives or senior leadership
- Experience supporting multiple senior-level staff members
- Experience in a nonprofit, government, education, workforce development, human services, economic development, or similar environment
- Experience coordinating meetings involving multiple internal and external stakeholders
- Experience using tools such as Microsoft Copilot, ChatGPT, Gemini, or similar generative AI platforms to improve workplace productivity
Key Attributes
The successful candidate will be:
- Highly organized and detail-oriented
- Reliable, responsive, and consistent
- Professional and discreet
- Comfortable managing multiple assignments and changing priorities
- Able to communicate effectively with staff, executive leadership, Board members, and external partners
- Willing to take initiative within the scope of assigned responsibilities
- Comfortable working independently while also collaborating with a team
- Curious about technology and interested in finding better and more efficient ways to work
- Comfortable learning new systems and tools
- Able to exercise good judgment when handling sensitive information
What Success Looks Like
The Executive Administrative Assistant helps ensure that the administrative needs of the executive leadership team are handled accurately, professionally, and efficiently.
Executives have reliable support with scheduling, meeting preparation, correspondence, documents, records, routine follow-up, and day-to-day administrative responsibilities. Meetings are organized, materials are prepared, information is readily accessible, and routine administrative matters are handled without requiring significant executive involvement.
The Executive Administrative Assistant also contributes to a more efficient workplace by thoughtfully utilizing technology and AI tools to streamline administrative processes, reduce repetitive work, and improve the organization and quality of executive support.
Ultimately, the position allows executive leadership to devote greater time and attention to organizational leadership, strategy, partnerships, program oversight, and other high-level priorities.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
