Administrative Assistant to Executive Director

Job Summary

Rochester Housing Charities is seeking a highly organized, dependable, and professional Administrative Assistant to the Executive Director to support the daily operations of the organization. This position is intended for a candidate who can provide polished administrative support to executive leadership while also serving as a dependable resource to office staff, tenants, vendors, and external partners.

The Administrative Assistant to the Executive Director will help ensure that the Executive Director is well prepared, office operations remain organized, and day-to-day administrative functions are handled in a timely and professional manner. This role requires strong judgment, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced, service-oriented nonprofit environment.

Executive Director Support

This position serves as the primary administrative support role for the Executive Director and is responsible for helping leadership stay organized, informed, and prepared. The Administrative Assistant will manage communication, scheduling, and daily administrative follow-through while helping prepare materials for meetings, presentations, and ongoing priorities.

· Manage the Executive Director’s calendar, meeting requests, scheduling changes, and reminders.

· Draft, edit, proofread, and format emails, letters, reports, agendas, and other executive communications.

· Prepare materials for meetings, presentations, and internal or external discussions.

· Track follow-up items, deadlines, and administrative priorities requiring Executive Director attention.

Office Administration and Tenant Support

The Administrative Assistant will help maintain an organized, professional, and responsive office environment by supporting routine office operations and serving as a reliable point of contact for staff, tenants, and visitors. This role includes handling day-to-day communication, maintaining records, supporting workflow, and ensuring that routine administrative needs are addressed accurately and efficiently.

· Answer phones, greet visitors and tenants, route communication, and respond to routine administrative inquiries.

· Maintain organized electronic and paper filing systems, records, logs, and general office documentation.

· Support office staff with daily administrative tasks, correspondence, mail, supply management, and follow-up.

· Assist with tenant-facing communication and direct sensitive or unresolved concerns to the appropriate staff member.

Board Meetings, Events, and Presentations

A key part of this role is helping the Executive Director prepare for board meetings, internal meetings, organizational functions, and special events. The Administrative Assistant will support planning, logistics, presentation preparation, and day-of coordination so that meetings and events are well organized and professionally executed.

· Assist with planning and setting up board meetings, including agendas, packets, presentation materials, room setup, refreshments, and follow-up.

· Support event planning and coordination for trainings, staff functions, community meetings, and special organizational events.

· Prepare and format slide decks, handouts, reports, and related presentation materials for leadership use.

· Coordinate schedules, materials, and communication needed to ensure meetings and events run smoothly.

External Contractors and Operational Coordination

This role also supports the organization’s day-to-day coordination with outside vendors, contractors, and service providers. The Administrative Assistant will help ensure that communication, scheduling, documentation, and routine follow-up with external partners are handled in an organized and professional way.

· Communicate with external contractors, vendors, consultants, and service providers as needed.

· Coordinate scheduling, document exchange, and follow-up related to contracted services or office needs.

· Maintain records and organized communication related to outside work or service arrangements.

· Assist the office and Executive Director with operational coordination tied to vendors and external partners.

Qualifications

The ideal candidate will bring prior administrative or executive support experience along with strong communication, organization, and judgment. Experience supporting a senior leader, preparing presentations, coordinating meetings or events, and maintaining confiden…