Executive Assistant

JOB SUMMARY

Assists and administratively supports assigned executive(s) by performing office management and secretarial functions, while interfacing with all levels of management, board members, donors, volunteers, and community-at-large. Under the direction of the President/CEO, provides high-level administrative support by conducting research, preparing reports, managing confidential information, managing information requests, preparing correspondence, receiving visitors, answering phone calls, coordinating meetings, overseeing and managing office supply inventory and purchasing.

RESPONSIBILITIES

• Understands and Manifest the Philosophy and Mission of ADSSA.
• Schedule, plan, and organize meetings, including setting up hospitality, coordinating IT support, preparing agendas, reminders, and correspondence.
• Draft agendas, transcribe minutes, and track formal resolutions for all board meetings, ensuring complete and timely publication to the Board Portal.
• Coordinate end-to-end travel logistics for executives, including booking flights, accommodations, ground transportation, and dining, while creating detailed, itineraries and managing last-minute schedule adjustments.
• Assist the HR Department with daily operational tasks, including managing interview logistics, preparing orientation materials, tracking employee training compliance, and organizing company-wide HR initiatives and events.
• Prepares confidential executive level correspondence, reports and other complex documents and management of incoming and outgoing mail correspondence; including email and faxes.
• Maintain optimal office inventory levels, process timely supply orders, and schedule preventative maintenance and repairs for all office equipment to ensure uninterrupted administrative operations.
• Makes copies of correspondence or other printed materials as needed.
• Greet guests as soon as they arrive and determine appropriate staff to assist guests.
• Answer phone in a timely manner, screen and direct calls to proper department.
• Serve as the primary point of contact for external inquiries, professionally engaging with members of the public, clients, and patients to address concerns, deliver accurate information, and route complex requests to the appropriate team members.
• Provide general clerical support.
• Maintain and organize physical and electronic filing systems, ensuring secure document storage, quick retrieval of records for staff upon request, and full compliance with data retention and confidentiality guidelines.
• Operate office machines such as photocopiers, scanners, facsimile, and shredder.
• Maintain confidentiality of all ADSSA data and information.
• Manage ADSSA contracts.
• Assist with Brand Central Marketing system as needed.
• Performs other duties as assigned.

COMPLEXITY OF WORK

• Within scope of job, requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment.

PERSONAL PROTECTIVE EQUIPMENT

• Follows Standard Precautions using personal protective equipment as required.

MINIMUM QUALIFICATIONS

• EDUCATION & WORK EXPERIENCE:
• Associate’s or Bachelor’s Degree in Business or Office Management required.
• Minimum 3+ years of documented experience as an Executive Assistant, Administrative Assistant, or similar role required
• Notary Public preferred

COMPETENCIES

• Bilingual: English/Spanish
• Excellent written and oral communications
• Time Management
• Customer Service
• Collaboration Skills
• Personal Effectives/Credibility
• Confidentiality
• Flexibility
• Technical Capacity
• Stress Management/Composure

BENEFITS

• Medical, Dental, & Vision
• Company Matching 403(b)
• PTO
• Short Term & Long Term Disability
• Life Insurance
• Employee Assistance Program
• Virtual Spiritual Care