Confidential Executive Assistant/Aide

The organization is seeking a highly organized, discreet, and proactive professional to serve as a Confidential Executive Assistant/Aide. This position provides high level administrative, operational, and analytical support to an executive, while serving as a key point contact for staff and external stakeholders. This role requires sound judgment, professionalism, discretion, and the ability to manage sensitive information with the highest level of confidentiality.

Key responsibilities:

Manage and coordinate an executive's daily schedule, meetings and priorities. Respond to incoming calls, greet visitors, and address or direct inquiries and concerns, including coordinating with leadership and department heads to ensure timely resolution. Serve as liaison between executive leadership and the public, addressing concerns and directing inquiries appropriately. Prepare correspondence, memoranda, reports, and other administrative documents on behalf of the Executive Office. Conduct research, gather data, and prepare briefing materials, summaries, and reports to support executive initiatives and operational priorities. Assist in the planning, coordination, and on-site execution of events, special projects, and programs, including seasonal initiatives and official and community events. Coordinate with the Communications Director and Department to support messaging, projects, and events aligned with executive objectives. Maintain regular communication and coordination with key staff to ensure alignment, timely information sharing, and follow-through on executive priorities and initiatives. Serve as the project lead, primary administrator and point of contact for the organization's digital platform(s), overseeing design, development, user requests, training, and ongoing support. Develop presentations, spreadsheets and data summaries using advanced Microsoft Excel and PowerPoint. Assist in tracking projects, initiatives and follow-ups across departments. Maintain confidentiality of sensitive communications and information. Support special projects and initiatives as assigned by leadership. Plan, organize, and attend organizational and public-facing events. Perform other duties as assigned by leadership.

Minimum qualifications:

Ability to maintain confidentiality and handle sensitive information with discretion and professionalism. Advanced proficiency in Microsoft Excel, Word required and Power Point (including charts and common data analysis) preferred. Strong written and verbal communication skills. Ability to multitask, prioritize, and work in a fast-paced environment. Ability to identify issues and support the resolution of administrative, operational, or program-related challenges. Ability to establish and maintain effective working relationships with the public, volunteers and staff at all levels. Self-motivated, dependable, and able to work both independently and as part of a team.

Preferred Qualifications:

Bachelor's degree from an accredited college or university, coursework in accounting or financial management preferred. Experience in executive level administrative support or similar role preferred. Interest in administrative operations in a public-facing organization. Knowledge of organizational structures. Experience handling customer relations and public inquiries.

Key Competencies:

Discretion and confidentiality. Strong organizational and time management skills. Analytical thinking and problem solving. Professionalism and interpersonal skills. Adaptability and initiative. Work Schedule - Standard business hours with flexibility required for occasional evening and weekend meetings, community events, and seasonal programs.

Pay:

$52,000.00 - $57,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off

Education:

Bachelor's (Preferred)

Work Location:

In person