EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Description

Job Description

JOB PURPOSE :

The Executive Administrative Assistant will be responsible for effectively supporting the executi

director and contributing to the overall success of the organization. This multifaceted role demands a

diverse skill set, encompassing exceptional organizational abilities, impeccable communication, and a

proactive, problem-solving approach. The ideal candidate will be a highly motivated and adaptable

individual, capable of prioritizing tasks, managing complex schedules, and maintaining confidentialit

They will be expected to anticipate the needs of the executive director, handle sensitive information with

discretion, and represent the organization professionally in all interactions. In addition to providing

administrative support, the Executive Administrative Assistant will play a key role in special projects,

coordinating efforts across departments, conducting research, and preparing reports. The successf

candidate will be a self-starter with a strong work ethic and a commitment to excellence.

RESPONSIBILITIES :

The Executive Administrative Assistant will provide high-level administrative support to the executive

team and manage a wide range of complex and confidential projects. This role requires exception

organizational skills, attention to detail, and the ability to work independently and proactively.

• Board Liaison : Serve as the primary point of contact for the board of directors, fostering strong

relationships, and coordinating their involvement in key activities. This includes preparing

comprehensive reports, organizing and facilitating engaging board meetings, retreats, and

targeted training sessions to enhance their effectivenes

ensuring optimal use of their time. Skillfully schedule a wide range of appointments, meetings,

and complex travel arrangements, taking into account priorities, deadlines, and potential

conflict

presentations, and other documents that are clear, concise, and error-free. Meticulously edit and

proofread materials to ensure they meet the highest standards of professionalism and accuracy.

meetings, including preparing agendas, distributing materials, taking accurate minutes, and

diligently tracking action items to ensure follow-through and timely completion.

information and insights. Prepare comprehensive briefing materials that enable the executi

team to make informed decisions and effectively address key issue

completion. This includes meticulous planning, coordinating with internal and external

stakeholders, effectively managing resources, and closely monitoring progress to ensu

successful outcomes.

when handling sensitive information and documents, ensuring that privacy and security are

consistently upheld.

operation of the office. This includes professionally answering phones, efficiently managing

correspondence, maintaining organized files, and performing other administrative tasks

needed.

assigned, demonstrating a willingness to contribute to the overall success of the team and

organization.

QUALIFICATIONS :

REQUIRED SKILLS / EXPERIENCE :

simultaneously, prioritize tasks, and meet deadlines is essential for success in this role.

individuals at all levels of the organization, both verbally and in writing, is crucial.

essential for managing schedules, preparing reports, and handling other administrative tasks

using the following software Microsoft Word or Google, Adobe, Canva, Excel spreadsheets, and

Powerpoint presentations.

and effectively is important for anticipating and addressing potential challenge

maintain confidentiality is paramoun

or events can be a significant advantage, demonstrating the ability to handle complex tasks a

coordinate with multiple stakeholders.

Ultimately, the Executive Administrative Assistant will possess a combination of strong educational

qualifications, relevant skills and experience, and a passion for supporting the executive director

achieving their goals.

REPORTS TO :

PRE-EMPLOYMENT REQUIREMENTS :

Department of Health and Mental Hygiene (DOHMH) and Head Start Performance Standards

(HSPS) training.

apply).

and safety trainings.

○ Department of Health and Mental Hygiene (DOHMH)

○ Indentogo

○ Department of Education Fingerprinting Screening

○ NYS Central Registry

○ Sex Offender Registry Clearan

○ SEL check