JOB SUMMARY

The Executive Assistant provides comprehensive, high-level administrative support to the Chief Executive Officer and Chief Operating Officer, while overseeing all front desk operations. This role serves as a key communication link with the Board of Directors and manages facility use requests from external organizations. The Executive Assistant ensures a professional, welcoming environment for employees and visitors, and is responsible for the overall coordination of front desk activities.

This position requires strong executive office management skills, exceptional organization, independent judgment, and the ability to manage confidential information with the highest level of professionalism and discretion.

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES

Executive Support

· Provide comprehensive administrative support to the CEO and COO, including managing calendars, scheduling meetings, ensuring meeting space availability, preparing agendas, taking minutes, and distributing follow-up documentation.

· Make travel arrangements and book accommodations for executives and guests; process related purchase orders and expense reports. Oversee personal scheduling and logistical responsibilities for the CEO as assigned, including appointments, reservations, and travel coordination.

· Assist with compiling materials, reports, and presentations; draft or update office protocols as requested.

· Handle mail, calls, and correspondence for the CEO, responding independently when appropriate and ensuring timely follow-up.

· Draft, proofread, and edit letters, reports, and other communications.

Board of Directors Support

· Prepare and distribute Board and committee meeting materials; coordinate meeting logistics, including meals, room setup, and technology needs.

· Take and distribute meeting minutes; maintain current Board records, directories, and contact lists.

· Manage nameplates, nametags, and other materials as needed for Board members.

Project and Event Coordination

· Independently or collaboratively coordinate special and ongoing projects, including internal events and hospitality efforts.

· Serve as liaison between the CEO and other departments, providing administrative support and facilitating information flow.

· Support development team initiatives and help prioritize the CEO's involvement in fundraising and donor engagement activities.

· Oversee the development and maintenance of the organizational calendar and related internal processes.

Facility and Space Coordination

· Coordinate all facility use requests from external groups, including reviewing applications, confirming availability, and securing necessary approvals.

· Track and maintain documentation for each rental or partnership event, including agreements, insurance certificates, and payment records.

· Serve as the on-site point of contact during external group use to ensure smooth operations, adherence to policies, and proper care of the facility.

· Collaborate with internal departments (Facilities, Operations, and Communications) to prepare spaces and ensure appropriate setup, signage, and cleanup.

· Monitor and evaluate space usage trends, providing recommendations to improve efficiency, safety, and community engagement opportunities.

Front Desk Responsibilities

· Provide a warm, professional greeting to all individuals who enter the premises, including visitors, clients, customers, and employees.

· Serve as the central communication hub for the organization by managing incoming phone calls, directing calls to the appropriate individuals or departments, taking detailed messages when necessary, and using the intercom system to make announcements.

· Receive and distribute mail, packages, and deliveries to appropriate recipients.

· Maintain a clean and organized reception area, ensuring it reflects a professional and welcoming environment.

· Monitor visitor access, maintain visitor logs, and ensure compliance with security protocols.

· Maintain appointment calendars for the organization, and coordinate with staff to schedule conference rooms, appointments, meetings, and tours.

· Provide informed responses to questions regarding organization services, products, and procedures to visitors and callers, and direct individuals to the appropriate personnel or resource.

· Assist with special accommodation requests, such as providing WiFi access, transportation arrangements, making reservations, or helping with other unique visitor needs.

Other Duties

· Scheduling.

· Maintain confidentiality and discretion in all aspects of work.

· Represent the organization positively in the community and at public events.

· Identify and recommend process improvements to enhance efficiency and quality of services.

· Navigate difficult conversations professionally and offer constructive feedback.

· Manage multiple priorities with exceptional organization and attention to detail.

· Adapt to changing priorities and handle unexpected challenges.

· Exhibit exemplary attendance and punctuality.

· Comply with company policies and procedures.

· Perform other duties as assign