Administrative Assistant

Description

The ideal candidate is a professional, proactive, and dependable Administrative Assistant to support the CEO. This individual will provide day-to-day administrative support to senior leadership, helping ensure schedules, meetings, travel, communications, and other responsibilities are organized and handled efficiently. The ideal candidate takes initiative, anticipates needs, follows through, and genuinely enjoys helping others. This position requires exceptional organizational skills, strong attention to detail, excellent customer service, and the ability to handle confidential information with discretion. The successful candidate will be hardworking, resourceful, flexible, and comfortable working in a fast-paced environment where priorities may change throughout the day.

Requirements

Calendar & Administrative Support

• Provide administrative support to the CEO.
• Manage and maintain calendars, appointments, and schedules.
• Coordinate internal and external meetings and appointments.
• Schedule meetings, send invitations, coordinate logistics, and ensure all necessary information is available.
• Identify scheduling conflicts and proactively recommend solutions.
• Keep the CEO informed of upcoming meetings, commitments, and deadlines.
• Help prioritize competing requests and protect leadership's time.
• Maintain organized electronic and physical files and records.
• Assist with general administrative tasks and special projects as needed.

Meetings & Presentations

• Coordinate meetings with employees, community partners, vendors, donors, board members, and other stakeholders.
• Prepare meeting agendas, materials, notes, and follow-up items.
• Assist the CEO  with preparing professional PowerPoint presentations and decks.
• Format and edit documents, presentations, correspondence, and other materials.
• Assist with preparation for leadership meetings, board meetings, community events, and presentations.
• Track action items and follow-up items to ensure deadlines are met.
• Assist with special projects and organizational initiatives.

The ideal candidate  

Travel & Expense Management

• Coordinate travel arrangements for the CEO and COO, including flights, hotels, transportation, and reservations.
• Prepare organized travel itineraries and ensure executives have the information they need before traveling.
• Prepare and submit expense reports accurately and on time.
• Organize receipts and documentation related to expenses and travel.
• Assist with logistics for conferences, events, meetings, and other engagements.

Personal Administrative Support

• Provide occasional personal administrative assistance and errands for the CEO and/or COO.
• Coordinate personal appointments, reservations, deliveries, purchases, and other time-sensitive requests.
• Assist with personal and professional responsibilities in a discreet and professional manner.
• Handle sensitive personal matters with a high degree of confidentiality and sound judgment.

Communication & Customer Service

• Provide exceptional customer service to employees, board members, donors, community partners, vendors, and other stakeholders.
• Represent the CEO and COO with professionalism, warmth, and confidence.
• Respond promptly and professionally to requests and communications.
• Draft, proofread, and edit emails, correspondence, documents, and presentations.
• Build strong relationships throughout the organization.
• Handle confidential information with discretion and professionalism.

Team & General Support

• Work collaboratively with the administrative team and provide backup support when needed.
• Assist with organizational events, board meetings, and special projects.
• Help coordinate office and administrative needs.
• Take ownership of assigned projects and responsibilities.
• Support the team wherever needed to help the organization operate effectively.

Qualifications & Experience

• 3–5+ years of administrative assistant or office support experience in a fast-paced professional environment.
• Experience supporting senior leadership, executives, or department leaders preferred.
• Demonstrated experience managing calendars and coordinating multiple priorities.
• Experience scheduling meetings and coordinating logistics.
• Experience coordinating travel and preparing expense reports.
• Strong experience with Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Experience preparing professional presentations and documents.
• Excellent customer service and communication skills.
• Experience handling confidential information with discretion.
• Nonprofit, education, technology, or mission-driven organization experience is a plus.

Knowledge, Skills & Abilities

• Excellent organizational and time-management skills.
• Strong calendaring and scheduling skills.
• Exceptional attention to detail.
• Excellent written and verbal communication skills.
• Professional, polished, and personable demeanor.
• Strong customer service mindset.
• Strong work ethic and commitment to getting the job done.
• Highly dependable and responsive.
• Proactive and able to anticipate needs.
• Resourceful and solutions-oriented.
• Ability to work independently and take initiative.
• Ability to manage multiple priorities and changing deadlines.
• Comfortable working in a fast-paced environment.
• Strong judgment and discretion.
• High level of integrity and confidentiality.
• Willingness to assist with both professional and occasional personal responsibilities.

The Ideal Candidate

You can manage a busy calendar, coordinate meetings, arrange travel, prepare presentations, handle expenses, and jump in wherever support is needed. You can manage a busy calendar, coordinate meetings, arrange travel, prepare presentations, handle expenses, and jump in wherever support is needed.

You are:

• Professional and polished
• Highly organized and detail-oriented
• Hardworking and dependable
• Proactive and able to anticipate needs
• Friendly and service-oriented
• Discreet and trustworthy
• Flexible and willing to roll up your sleeves
• A strong communicator
• Comfortable managing multiple priorities
• Someone who takes ownership and follows through
• Passionate about working for an organization that makes a difference in the lives of children