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.
Executive Assistant Job Summary The Executive Assistant provides comprehensive administrative, operational, and financial support directly to the Chief Executive Officer (CEO) and key program operations. This role is responsible for streamlining daily office workflows, coordinating board logistics, assisting with basic accounting and payroll functions, and serving as a professional liaison for external stakeholders while upholding strict confidentiality and compliance standards. Key Responsibilities Provide comprehensive administrative and operational support to the Chief Executive Officer (CEO) to ensure smooth daily office operations. Serve as an executive liaison to external stakeholders, maintaining professional communication and representation. Meet with the CEO regularly to review office operations, address concerns, discuss priorities, and coordinate actionable follow-ups. Coordinate and support monthly Board of Directors meetings, including the timely preparation and distribution of agendas, meeting materials, notifications, attendance tracking, and minute-taking. Assist the CEO with the preparation, organization, and completion of annual reports, including the PPR-704 Annual Report. Manage travel arrangements, accommodations, itineraries, and logistics for staff attending trainings and professional events. Coordinate office supply inventory, place orders, and manage routine administrative tasks to support daily productivity. Provide basic administrative support to program staff to facilitate effective service delivery. Provide oversight assistance and coordination to support maintenance projects and facility readiness. Utilize QuickBooks Online and PayChex software to perform administrative, financial, and routine payroll processing duties. Manage bill pay processes by reviewing purchase orders, vendor invoices, expense records, and monitoring the general ledger for accuracy. Draft form letters in Microsoft Word and build, maintain, and manage operational spreadsheets using Microsoft Excel. Maintain strict confidentiality and exercise sound judgment when handling sensitive organizational, personnel, and financial matters. Monitor and support organizational compliance with internal policies, contractual requirements, and applicable funding-source guidelines. Participate in regular staff meetings, document action items, and track task completions. Perform other duties and responsibilities as assigned by the CEO to support organizational goals. Qualifications & Skills Must be proficient in modern office technology, the Microsoft Office Suite (Word, Excel), QuickBooks Online, and PayChex payroll processing. Must have practical understanding of foundational accounting concepts, including the general ledger, accounts receivable, and accounts payable. Must be able to type a minimum of 45 words per minute (WPM). Must have excellent organizational, time-management, and multitasking skills with a high degree of discretion and professional judgment. Must possess a valid Driver's License. Education and/or
Experience:
Bachelor's Degree or 5 years' related experience required.
Benefits:
Dental insurance Health insurance Life insurance Paid time off Retirement plan
