Job Description
Executive Administrative Assistant
Job Summary: The Executive Administrative Assistant provides comprehensive administrative support to the Executive President, Executive Vice President, and support other senior leaders within the company. This role requires a blend of traditional clerical duties, such as answering phones, managing incoming communications, and light office maintenance, along with modern administrative tasks including the preparation of presentations, coordination of meetings, and maintaining database information. The Executive Administrative Assistant will be responsible for maintaining executive calendars, managing travel arrangements, and ensuring smooth day-to-day operations. This position requires excellent organizational skills, the ability to prioritize and handle multiple tasks simultaneously, and a professional, welcoming demeanor when interacting with guests and stakeholders.
Responsibilities: - Provide high-level administrative support to the Executive Director and leadership team.
- Handle traditional office tasks such as answering phones, taking detailed messages, sorting and distributing mail, and maintaining the daily newspaper.
- Greet and entertain guests awaiting meetings with executives.
- Complete forms and applications for various projects, including community outreach initiatives.
- Maintain and upload data into relevant database solutions, ensuring accuracy and accessibility.
- Prepare coffee, assist with light tidying around the office, and maintain a welcoming environment.
- Draft letters, memos, reports, presentations, and other documents as needed for leadership.
- Manage executive calendars, schedule meetings, and arrange travel and accommodations.
- Record minutes during executive meetings and handle confidential documents.
- Assist with light errands and office supply management.
- Create and format presentations using Microsoft Office Suite or similar software.
- Maintain a professional, clean appearance and workspace while providing a warm, friendly atmosphere for office visitors.
Qualifications: - High School Diploma or equivalent (degree not required).
- Minimum of 3 years’ experience in traditional administrative or secretarial roles.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to design presentations.
- Ability to handle multiple tasks in a fast-paced environment with attention to detail.
- Friendly and approachable personality with strong organizational skills.
- Willingness to assist with light tidying and errands as needed.
- Ability to function well independently and with minimal supervision.
- Have a solid work ethic that includes doing the right thing, being reliable, trustworthy and honest
Physical Requirements: - Must be able to sit for extended periods and handle basic office tasks.
- Light lifting (up to 15 pounds).
- Occasional light errands outside the office.
Job Tags
Full time,