Job Description

We are seeking an Executive Admin to support the executive board of directors and be able to manage schedules, coordinate meetings, and supervise all of the administrative assistants and act as an office manager, overseeing all office-related duties. This role is required to be onsite 5 days a week in the Washington PA area.

Key Responsibilities :

1. Calendar & Schedule Management :

• Manage the CEOs complex calendar, including scheduling meetings, arranging travel, and prioritizing commitments.
• Coordinate schedules for the executive team and board meetings.

1. Board & Meeting Coordination :

• Organize and coordinate all executive and board meetings, including agenda preparation, logistics, and follow-up.
• Prepare board presentations, take notes during meetings, and prepare minutes for distribution.
• Assist and collaborate with senior management to prepare monthly reports for the board.

1. Confidentiality & Communication :

• Handle sensitive and confidential information with the utmost discretion.
• Prepare and edit high-level correspondence, presentations, and reports for the executive team.

1. Liaison & Stakeholder Management :

• Act as a liaison between the CEO, executive team, board members, and key internal and external stakeholders.
• Facilitate communication between departments, ensuring seamless collaboration.

1. Governance & Compliance :

• Assist with board governance matters, ensure compliance with corporate policies, and Organize and maintain board files and records.
• Maintain organized executive files and records, ensuring accuracy and security.

1. Office Management :

• Act as office manager, overseeing office-related duties such as supply management, facility coordination, and office equipment maintenance.
• Ensure smooth day-to-day office operations and address any office-related needs or issues.

1. Administrative Supervision :

• Supervise and guide all administrative assistants, ensuring consistent support across departments.
• Develop and implement administrative procedures to improve efficiency and productivity.

1. Project & Initiative Management :

• Manage special projects and initiatives assigned by the CEO & Executive Team.

Qualifications :

• Proven experience as an executive assistant or executive administrator, preferably in a nonprofit or human services environment.
• Strong proficiency in Microsoft PowerPoint and Excel.
• Excellent organizational and time management skills, with the ability to handle multiple priorities.
• High level of discretion and ability to manage sensitive information.
• Strong written and verbal communication skills.
• Experience in office management and supervision of administrative staff.
• Ability to work independently and collaboratively within a team.

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