An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Free onsite parking; shuttle available from the Red Line Key Responsibilities Provide high-level administrative and project support to the Executive Director-Treasurer, President, and Vice President. Manage complex calendars, meetings, conference calls, email coordination, and scheduling. Coordinate travel arrangements and related approvals and expenses. Prepare correspondence, reports, presentations, meeting materials, and executive-level documents. Attend management, Board, committee, convention, and conference meetings; take detailed notes and prepare accurate meeting minutes. Serve as a liaison between executive leadership, the Board of Directors, local affiliate leaders, elected officials, staff, and external organizations. Track projects, assignments, reports, and deadlines and follow up with staff as needed. Maintain strict confidentiality regarding personnel, labor relations, financial, and organizational matters. Assist leadership with reports to the Board of Directors and Executive Committee. Prepare reports using internal databases and organizational systems. Process and review expense vouchers, payment requests, AMEX charges, travel approvals, leave reports, and related documentation. Review invoices from outside counsel, consultants, and vendors for leadership approval. Maintain electronic files and records for executive leadership and Governance & Administration. Support personnel-related administrative processes, including management evaluations and leave reporting. Maintain familiarity with departmental budgets and organizational budget procedures. Provide administrative support to bargaining teams, committees, and special initiatives as needed. Partner with other Governance staff and provide administrative coverage when necessary. Perform additional administrative and project-related responsibilities as assigned. Qualifications Minimum of 5 years of recent executive-level administrative support experience , ideally supporting senior executives or organizational leadership. Experience serving as a lead or senior administrative professional. College degree preferred. Excellent written and verbal communication skills. Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint . Ability to create and maintain multiple Excel spreadsheets and reports. Previous experience working with databases and generating reports. Strong calendar management, scheduling, meeting coordination, and travel-planning experience. Exceptional organization and attention to detail. Ability to manage a high-volume workload and multiple competing deadlines. Strong interpersonal skills and ability to interact professionally with executives, Board members, staff, and external stakeholders. High level of discretion and demonstrated ability to handle confidential information. Dependable, responsive, collaborative, and proactive.
