Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Labor Grade:

Department: Executive Office

Reports To: Executive Assistant

FLSA Status: Non-Exempt, Non-Union

Date Revised: 03/31/2025

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Summary

Under the direct supervision of the Executive Assistant, the Executive Administrative Assistant is responsible for managing the daily operations of the Executive Office. This role ensures smooth coordination with senior staff, Trustees, consultants, and vendors while supporting key executive functions. The position also provides organizational and administrative support for Trustee, Executive Committee, and other major meetings, including scheduling, agenda preparation, and materials management.

Principal Duties and Responsibilities:

Executive Office Management

• Oversee the daily operations of the Executive Office, ensuring timely handling of calls, correspondence, and financial processes.
• Coordinate with the Executive Assistant in organizing Executive Committee and Trustee meetings.
• Assist in scheduling the Executive Director, Director of Finance, and Deputy Executive Director’s calendars.
• Facilitate communications and meeting coordination between the Executive Director, Director of Finance, senior staff, and key consultants.
• Manage complaints escalated to Trustees or the Executive Office.
• Greet visitors to the Executive Office and Accounting Department.
• Act as a back-up for other Executive Administrative staff.
  
  
  

Financial & Administrative Support

• Track and coordinate data collection for the Funds' insurance policies.
• Assist with annual audit confirmations for all Funds.
• Prepare and complete monthly credit card reports for the Executive Director and Deputy Executive Director.
• Distribute check registers to Trustees.
• Manage the accounting calendar and oversee accounting processes for new hires.
• Schedule budget meetings and maintain records of financial schedules.
• Coordinate and manage Schedule C letters for all Funds.
  
  
  

General Administrative Duties

• Order supplies for the Executive Office and Accounting Department.
• Assist with special projects and initiatives as assigned, ensuring successful execution and delivery.
• Perform other duties as assigned.
  
  
  

Requirements:

Skills & Core Competencies

• Excellent written and verbal communication skills.
• Excellent interpersonal and relationship building skills with the ability to work collaboratively with senior staff, trustees, lawyers, and consultants.
• Proactive mindset and the ability to act with a sense of urgency, anticipate needs and take proactive measures to support senior leaders.
• Adaptable to changing priorities and able to adjust tasks as needed.
• Proficiency in office IT functions, including Microsoft Office spreadsheets, word processing, and databases.
• Ability to quickly learn internal systems such as CRM and v3.
• Highly organized with strong multitasking and project management abilities.
• Strong sense of confidentiality and discretion.
• Ability to work independently as well as part of a team.
  
  
  

Education & Experience

• College degree preferred; equivalent experience may be considered.
• Prior hands-on experience supporting senior or executive-level leadership.
• Prior exposure in financial processes, office management, or benefits administration required.
  
  
  

Salary Range:

$82000.00 To 92000.00 (USD) Annually