Admin Assistant: Executive

Contract 4-5 months potentially longer

Onsite 5 days a week

Must have:

5 years experience in Administrative role (ideally supporting Executive/C level)

Nonprofit industry experience

Gmail

Google Calendar

comfortable working in office 5 days a week

We are seeking a highly skilled Executive Administrative Assistant with over 5 years of experience to provide comprehensive support to our executives. The successful candidate will excel in calendar management, coordination of meetings, and maintaining executive offices and meeting spaces. Proficiency in Google Calendar, Gmail, and experience with Slack is preferred. This role requires exceptional organizational abilities, strong communication skills, and the ability to interact effectively with various members of the organization.

Key Responsibilities:

Calendar Management: Maintain executives' calendars, including scheduling meetings, appointments, and travel arrangements using Google Calendar. Ensure all commitments are accurately recorded and reminders are set.

Meeting Coordination: Assist in organizing and coordinating meetings, both internally and externally. This includes scheduling, sending out invites, arranging meeting rooms, and ensuring necessary resources are available. Experience with Slack for communication during meetings is preferred.

Office and Meeting Space Maintenance: Ensure executive offices and meeting rooms are organized, clean, and equipped with necessary supplies and technology. Coordinate with facilities management for any maintenance or special requirements.

Communication Management: Serve as a primary point of contact for internal and external communications. Screen phone calls, respond to emails, and handle inquiries on behalf of executives. Manage correspondence effectively and ensure timely responses.

Document Preparation: Prepare and edit correspondence, reports, presentations, and other documents as required by executives. Ensure accuracy and professionalism in all communication materials.

Information Management: Manage electronic and physical files, databases, and records related to executive activities. Maintain confidentiality and accessibility of sensitive information.

Relationship Building: Develop and maintain positive working relationships with executives, team members, clients, and external partners. Facilitate communication and collaboration across departments.