Executive Administrative Coordinator
FT (40 hours per week)
Schedule: Monday through Friday, hours 8:00am to 4:30pm
Location: 45 Maple Street Dansville, NY 14437
The Executive Administrative Coordinator provides high-level administrative and project support to the CEO and executive team, ensuring efficient operations and supporting organizational initiatives. This role includes managing executive workflows, coordinating meetings, drafting agency communications, leading special projects, supporting department heads with deliverables, and assisting with organizational priorities. The Executive Assistant acts as a trusted partner to the CEO, helping anticipate needs and ensuring follow-through across the organization.
Key Responsibilities:
- Provide executive-level administrative support to the CEO and select leadership team members, including calendar management, scheduling, and correspondence.
- Draft, review, and distribute internal agency communications, ensuring clarity, consistency, and alignment with organizational priorities.
- Coordinate meetings, prepare agendas, take notes, and track follow-up items to ensure accountability.
- Lead and support special projects and initiatives, coordinating across departments, monitoring progress, and ensuring deadlines are met.
- Assist department heads in tracking and completing key deliverables.
- Support event planning and execution, including internal and external meetings, trainings, and special events.
- Prepare reports, presentations, and briefing materials, and assist in tracking organizational metrics and progress on initiatives.
- Manage travel arrangements, including flights, lodging, transportation, and itineraries.
- Maintain organized systems for documents, records, and executive files, leveraging technology to improve workflow efficiency.
- Serve as a liaison between leadership, staff, and external stakeholders, maintaining professional relationships and ensuring timely communication.
- Assist with board meetings, including materials preparation, minutes, and follow-up on action items.
Secondary Functions:
- Participate as a contributing member of interdisciplinary teams and organizational committees.
- Take part in special projects and proactively seek additional responsibilities.
- Engage in professional supervision and ongoing education to support continuous growth.
- Consistently review policies and procedures and stay current on applicable laws, regulations, and organizational policies.
- Stay up-to-date on technology and innovations relevant to the role to improve efficiency and maintain compliance.
- Obtain and analyze factual information relevant to objectives and define work procedures to achieve expected results.
- Communicate clearly and concisely, both verbally and in writing, with employees and external stakeholders.
- Perform other related duties as assigned.
Knowledge, Skills and Abilities
- Strong organizational, project management, and time management skills, with the ability to prioritize competing tasks.
- Excellent written and verbal communication skills, including drafting clear and professional agency communications.
- Proficiency with Microsoft Office Suite; ability to learn and leverage new tools or systems to improve efficiency.
- High attention to detail, discretion, and professionalism in handling sensitive information.
- Experience coordinating special projects, events, or cross-department initiatives preferred.
- Ability to track metrics, monitor project progress, and prepare reports to support decision-making.
- Strong interpersonal skills and ability to engage effectively with internal and external stakeholders.
Work Environment
The employee is expected to adhere to strict policies/regulations relative to being in a tobacco and alcohol free workplace. Work is performed in both an office environment and in the community.
Qualifications
Minimum of an Associates’ degree with at least two years’ applicable experience supporting executives or leadership teams.
This position requires a background check, a valid Driver’s license and personal transportation for occasional travel to other locations.
This job description is intended to provide a description of essential job functions that are used in order to assess employee performance. It is not an all-inclusive statement of job responsibilities.
Pay: $22.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Executive administrative support: 2 years (Required)
- Administrative: 2 years (Preferred)
- Microsoft Office: 2 years (Preferred)
- Event planning: 1 year (Preferred)
- Interpersonal skills: 1 year (Preferred)
- Calendar management: 1 year (Preferred)
License/Certification:
- Driver's License (Required)
Work Location: In person
