Executive Assistant

Health Insurance Premiums covered 90% by employer

Deductible covered 100% by employer

JOB SUMMARY: The Executive Assistant provides high-level administrative, executive, and governance support to MHAST leadership and serves as a key administrative resource for the organization. This position supports the Executive Director, Board of Directors, and leadership team by coordinating executive and board activities, managing organizational records, supporting meetings and communications, and ensuring efficient administrative operations.

The Executive Assistant plays an important role in maintaining organizational effectiveness through professional communication, board coordination, executive support, records management, meeting administration, and special project support. This position requires exceptional organizational skills, attention to detail, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

Executive Support

· Provide administrative support to the Executive Director, and leadership team.

· Manage executive calendars, scheduling, meeting coordination, and related logistics.

· Prepare, edit, format, and distribute correspondence, reports, presentations, and organizational documents.

· Coordinate travel arrangements, registrations, and logistical support for leadership as needed.

· Assist with special projects, strategic initiatives, and organizational priorities.

· Maintain confidentiality and discretion regarding sensitive organizational, personnel, and governance matters.

Board & Governance Support

· Coordinate Board of Directors and committee meetings, including scheduling, meeting logistics, preparation and distribution of meeting materials, and follow-up communications.

· Attend Board of Directors and committee meetings as assigned and prepare accurate meeting minutes and official records.

· Maintain board records, governance documents, bylaws, policies, committee rosters, resolutions, and related organizational documentation.

· Support board member onboarding, orientation, and governance-related administrative activities.

· Maintain organizational records required for board, regulatory, audit, and compliance purposes.

· Assist with preparation and organization of board packets, annual meeting materials, and governance communications.

Administrative Operations

· Provide general administrative support including document management, filing, records maintenance, data entry, and correspondence.

· Maintain electronic and paper filing systems to ensure accurate and accessible organizational records.

· Assist with preparation and coordination of agency meetings, trainings, events, and organizational activities.

· Coordinate office supplies, equipment needs, and administrative resources.

· Support document retention, records management, and organizational administrative processes.

· Assist with vendor documentation, contracts, certificates of insurance, and administrative tracking systems as assigned

Reception & Office Coordination

· Serve as the first point of contact for visitors, callers, and general inquiries.

· Manage incoming calls, mail, packages, deliveries, and general office communications.

· Maintain a professional, welcoming, and organized office environment.

· Coordinate meeting space preparation and hospitality needs for agency meetings and events.

· Support day-to-day office operations and administrative functions.

Organizational Support

· Assist with agency-wide communications, document distribution, and administrative coordination.

· Support implementation of organizational initiatives, projects, and operational improvements.

· Coordinate training registrations, meeting logistics, and administrative activities across departments.

· Collaborate with leadership and staff to support efficient agency operations.

· Perform other duties as assigned to support organizational effectiveness and mission advancement.

REQUIRED QUALIFICATIONS

· Associate degree in Business Administration, Public Administration, Office Administration, Communications, or related field. Relevant experience may be considered in lieu of degree requirements.

· Minimum three years of administrative, executive support, office management, or related professional experience.

· Demonstrated experience supporting executive leadership, boards, committees, or organizational operations…