Basic Function:
The Executive Assistant provides confidential administrative and organizational support to the Chief Executive Officer and leadership team. This position plays a critical role in ensuring the smooth and efficient operation of executive functions by managing schedules, coordinating meetings, preparing documents, maintaining records, and serving as a professional point of contact for board members, staff, employers, community partners, and public officials. The successful candidate will be highly organized, detail-oriented, technology proficient, and able to effectively manage multiple priorities while maintaining strict confidentiality.
Essential Duties and Responsibilities
Executive Support
- Manage the CEO's calendar, appointments, travel arrangements, and meeting schedules.
- Screen and prioritize incoming communications.
- Prepare correspondence, presentations, reports, agendas, and meeting materials.
- Coordinate executive meetings and ensure appropriate follow-up on action items.
- Handle confidential and sensitive information with discretion.
Board & Committee Support
- Coordinate Workforce Development Board, executive committee, and other board-related meetings.
- Prepare meeting packets, agendas, minutes, and supporting documentation.
- Maintain official board records and governance files.
- Track board membership, attendance, and required documentation.
- Assist in ensuring compliance with board policies and procedures.
Administrative Operations
- Maintain physical and electronic filing systems.
- Coordinate office purchasing, supplies, equipment, and vendor communications.
- Process invoices, expense reports, and administrative paperwork as assigned.
- Assist with document retention and records management.
- Maintain administrative procedures and forms.
Communications & Customer Service
- Serve as a professional first point of contact for visitors, employers, board members, elected officials, and community partners.
- Respond to inquiries and direct requests appropriately.
- Coordinate organizational events, meetings, and special functions.
- Assist with preparation and distribution of executive communications.
- Support leadership team communication and scheduling needs.
Meeting & Event Coordination
- Schedule and coordinate meetings, conferences, trainings, and special events.
- Arrange meeting locations, technology, materials, catering, and logistics.
- Develop meeting agendas and prepare supporting documentation.
- Record and distribute meeting minutes when appropriate.
- Monitor deadlines and key dates for executive and board activities.
Technology & Productivity Support
- Utilize Microsoft 365 applications including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Assist in maintaining electronic records and document management systems.
- Support the use of technology solutions that improve administrative efficiency.
- Utilize agency-approved AI and productivity tools to improve workflow and document preparation.
- Maintain accurate electronic calendars, contact databases, and filing systems.
