Executive Administrative Assistant

Position Summary:

The Executive Administrative Assistant (EAA) provides high-level administrative support to the Executive Director and Director of Human Resources & Fiscal Management while assisting with daily office operations. The EAA plays a key role in supporting organizational efficiency through executive support, board administration, volunteer coordination, office management, and special projects.

Primary Responsibilities:

Executive & Administrative Support

• Provide daily administrative support to the Executive Director and Director of Human Resources & Fiscal Management, including calendar management, correspondence, email communication, and preparation of purchase requests.
• Format, proofread, and prepare internal and external communications, including memos, emails, reports, presentations, letters of recommendation, and other organizational documents.
• Maintain agency filing systems, both electronic and physical, ensuring records are organized and accessible.
• Fulfill additional administrative duties and special projects as assigned by the Director of Human Resources & Fiscal Management and Executive Director.

Board & Organizational Support

• Provide administrative support to the Board of Directors, including preparation of meeting materials, agendas, minutes, board packets, calendar invitations, conference room setup, Zoom coordination, and related communications.
• Schedule, coordinate, and assist with planning agency retreats, meetings, and organizational events.
• Facilitate the agency’s monthly staff wellness program under the supervision of the Director of Human Resources & Fiscal Management.

Volunteer Program Coordination

• Oversee the agency’s Volunteer Program under the supervision of the Director of Human Resources & Fiscal Management.
• Maintain volunteer records, schedules, and activity logs.
• Serve as the primary point of contact for volunteers and assist with coordinating volunteer assignments and responsibilities.

Office Operations & Vendor Coordination

• Serve as a liaison with outsourced vendors, including IT, telecommunications, internet, and copier service providers, ensuring timely follow-up and resolution of issues.
• Conduct monthly office supply inventory reviews and coordinate supply orders as needed.
• Provide front desk coverage and administrative support, including greeting visitors, answering general inquiries, and providing hospitality assistance.
• Receive client and donor payments as needed and ensure proper documentation and processing.

Secondary Responsibilities

• Assist with the agency’s annual financial audit by gathering documentation, making copies, and responding to auditor requests under the supervision of the Director of Human Resources & Fiscal Management.
• Provide administrative support for special agency initiatives and projects as assigned.

Qualifications & Skills:

• Organizational skills: Organization and prioritization are the core elements of the Executive Administrative Assistant’s responsibilities. Know how to keep oneself and others organized and how to determine which tasks are the most important in a given list
• Creativity: This is another core element to the EAA position. Being able to be solution focused and utilizing current resources for various projects. Ability to ‘brainstorm’ with supervisors and team.
• Time management: Due to the various tasks and projects assigned by the Director of HR & FM and the ED, it will be crucial that the new EAA have excellent time organization skills.
• Microsoft office- Advanced proficiency (Word, PowerPoint, Excel, Teams, Outlook)
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Detail oriented and great verbal and written communication
• Easily adaptable and willingness to learn
• Able to make independent decisions on a daily basis, addressing the best way to handle specific tasks
• Bilingual in Spanish is a plus
• High School Degree or equivalent (GED), Associate’s degree preferred

Pay: $19.00 - $22.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• Why do you believe the Executive Administrative Assistant position is critical to an organization’s success?
• What interests you about working for a nonprofit organization such as LICADD?

Experience:

• Executive administrative support: 2 years (Required)
• Microsoft Office: 2 years (Required)

Language:

• Spanish (Preferred)

Ability to Commute…