Executive Assistant, Operations

Overview of Position: 

The Executive Assistant, Operations, is an experienced administrative professional who provides senior-level assistance to the Associate Executive Director and the Operations team. The Executive Assistant, Operations, will provide administrative and special projects support to the Associate Executive Director who oversees daily operations across the organization and services. Senior-level support may also be provided to C-Suite executives on an as needed basis. The Executive Assistant, Operations, will coordinate a wide range of responsibilities associated with the Associate Executive Director’s calendar, travel, correspondence, presentations, and representation at internal meetings.

The Executive Assistant, Operations, will demonstrate strong skills in planning, organization, time management, written and oral communication, high-level confidentiality, adaptability, and flexibility while balancing competing priorities and utilizing professional judgement. The Executive Assistant, Operations, must function efficiently and effectively in a fast-paced professional environment.

The Executive Assistant is committed to supporting the organization’s mission of ensuring quality support services are provided and people with intellectual and developmental disabilities are both respected and afforded opportunities and choices to live a life of their choosing.

Duties and Responsibilities

Executive Administration 

•  Provide executive-level administrative support to the Associate Executive Director and Operations team members. 
•  Provide administrative and special event support on an as needed basis.
•  Manage Associate Executive Director’s schedule, prioritize requests, respond promptly, coordinate with Leadership team, service management, facilities vendors, and external parties.
•  Coordinate and negotiate vendor contracts.
•  Coordinate preparation and organization of meeting agendas and materials, audio visual equipment needs and facility-related projects and tasks.
•  Coordinate logistical arrangements for Operations team meetings, office moves, and, on occasion, special events.
•  Coordinates travel arrangements for Associate Executive Director and members of the Operations team.
• Proactively initiate follow up on assignments, action items, and provide status reports to Associate Executive Director.
•  Coordinate and submit site recertifications for Ardmore owned and operated properties.
•  Represent the organization professionally to internal staff, external stakeholders, partners and vendors and serve as a resource to those seeking assistance.
•  Support the Associate Executive Director in maintaining important relationships with vendors, donors, and other key stakeholders.
•  Conduct facility-related site visits with and on behalf of Associate Executive Director.
•  Create and maintain electronic and physical file systems.
•  Other duties required to help drive organization vision, fulfill mission and values.

Administration and Supervision  

• In conjunction with the Associate Executive Director, oversee front desk operations and plan, organize, manage, evaluate and improve workflow.
•  In conjunction with the Associate Executive Director, oversee Office Manager/Front Desk scope of work/job performance, provide guidance, support and identify development needs. 
• Coordinate and provide front desk coverage.

Essential Experience, Knowledge, Skills, and Abilities

•  Bachelor’s degree preferred.
• 3-5 years’ experience supporting C-Suite executives.
• Knowledge of MS Office Suite and experience with other software platforms. 
• Excellent written and oral communication skills. 
•  Good judgement, ability to proactively anticipate needs, and problem solve.
• Demonstrate sound judgement and discretion in handling confidential information within the C-Suite and organization.
•  Excellent time management and organizational skills
• Experience managing multiple and competing priorities. 
•  Must have a professional demeanor and excellent work ethic.
•  Excellent relationship management skills
• Must be dependable.
• Supervisory skills. 

Required Conditions of Employment 

• Must meet eligibility for employment in the United States. 
•  Must be able to drive and possess a safe driving record. 
• Must have reliable transportation
• Must have a clean criminal history. 
•  Must be able to pass a drug screening. 
• Must be able to lift 50 pounds.

We offer an exceptional benefits package including: 

• Medical, Dental and Vision Insurance (CareFirst)
• 403B Retirement Plan Match - Mutual of America (Up to 6%)
• Group Life Insurance - Guardian (up to $50,000)
• Voluntary Life and AD&D Insurance 
• Short Term Disability Insurance (Guardian)
• Employee Assistance Program (EAP)
• Pet Insurance 
• Legal Insurance
• $1000 Sign-On Bonus
• Starting Two Weeks Vacation and Two Weeks Sick Leave (full-time and part-time eligibility)
• 10 Paid Holidays and 2 Floating Holidays
• Employee Discounts (Groupon, Six Flags, Touro University, Hertz car rentals, AMC Theaters Dell computers, etc.)
• Paid On-site Trainings! 
• Work in a hybrid environment combining in office and remote work is required. Current requirements are at least 3 days in office.

Salary Range : $75,000 - $78,000 per year

Salary : $75,000 - $78,000