Executive Administrator

The Executive Administrator provides high-level administrative support to the Executive Director (ED) and ensures the smooth operation of daily administrative processes. This role involves overseeing office management, coordinating communications, supporting business planning, and liaising with internal and external stakeholders. The Executive Administrator anticipates the needs of the ED, maintains confidentiality, and ensures effective time and resource management for executive leadership.

Primary Responsibilities

Executive Support & Calendar Management

• Serve as the primary administrative support for the Executive Director, proactively managing tasks, priorities, and schedules.
• Anticipate the ED’s needs and prepare briefing documents, agendas, reports, and meeting materials in advance.
• Manage the ED’s calendar, scheduling internal and external meetings while prioritizing and resolving scheduling conflicts.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and managing itineraries.
• Monitor deadlines and follow up on action items to ensure timely completion.
• Work closely with the Leadership team to plan bi-weekly meetings, all-staff meetings, and offsite gatherings.

Office Administration & Operations

• Supervise and provide guidance to the Front Receptionist, ensuring efficient front-office operations.
• Draft, proofread, and edit business documents, memos, reports, presentations, and correspondence.
• Organize and maintain confidential files and documents for easy accessibility and retrieval.
• Coordinate with third-party vendors and service providers to manage contracts, equipment, and other office needs.

Event & Meeting Coordination

• Research and manage the scheduling of industry conferences, networking events, and grant opportunities.
• Organize Partner meetings, ensuring appropriate logistics, agendas, materials, and follow up actions.
• Compile, manage, and present detailed agendas, trackers, and reports for leadership meetings.
• Coordinate logistics for onsite and offsite meetings, ensuring seamless execution.

Business & Tenant Relations

• Serve as the primary point of contact for business tenants, addressing concerns, lease
• agreements, and coordinate with REACH facilities department regarding facility-related matters.
• Oversee REACH building sub-leases and maintain records of tenancy agreements.
• Manage public and shared spaces, including seasonal decor, conference room scheduling, and office aesthetics.

Marketing & Communications Support

• Assist in managing contracts with external marketing agencies and ensure the execution of social media and website strategies.
• Support agency-wide internal communication via ADP, TEAMS, Punctual Pug, and other platforms.
• Oversee the development and distribution of promotional materials, newsletters, and mass mailings.
• Represent REACH as a public information officer as directed by the Executive Director.

Grant Research & Writing

• Research grant opportunities and maintain a grant tracking database.
• Prepare, compile, and submit grant applications with supporting documentation.
• Ensure compliance with grant reporting requirements and deadlines.

Technology & Inventory Management

• Oversee IT contracts and coordinate with IT service providers to ensure smooth technical operations.
• Manage electronic equipment inventory, including laptops, iPads, and agency cell phones.
• Establish and educate staff on electronic document storage and maintenance procedures.

Financial & Administrative Support

• Submit and process invoices and expense reports for leadership approval.
• Collect and compile data in preparation for the budget process, supporting financial planning initiatives.

Minimum Knowledge, Skills, and Abilities

• Project management skills with the ability to manage multiple tasks simultaneously.
• Strong organizational abilities to prioritize work efficiently in a fast-paced environment.
• Attention to detail in data entry, document drafting, and review.
• Excellent written and verbal communication skills for professional correspondence.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Interpersonal skills to effectively engage with employees, business partners, and external stakeholders.
• Ability to work independently while taking initiative to problem-solve and complete tasks.
• Discretion and confidentiality in handling sensitive information.

Position Requirements:

• Minimum 3 years of administrative or professional experience (5 years preferred).
• High School Diploma required; bachelor’s degree or equivalent certifications preferred.
• Experience in a fast-paced industry office (e.g., financial services, legal, or medical administration) preferred.

Physical Requirements:

Physical Requirements: Ability to perform sedentary work. Visual acuity is necessary to utilize a computer monitor throughout the course of a normal workday. Ability to perform repetitive keyboarding activities and operate general office equipment and ability to communicate verbally, both in person and over the telephone required.

Working Conditions: Work is typically performed at the main REACH office, during normal agency operating hours. However, due to the nature of the duties involved occasional evening and/or weekend work may be required. Driving is a requirement of this position.

Conditions of Employment

Must pass the pre-employment background check and maintain the ability to pass throughout employment with REACH.

REACH, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements REACH complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, and compensation and training.

This Position Description reflects the best efforts of REACH to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation.

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