Executive Administrative Assistant

Join Our Team: Administrative Assistant to the COO & CFAO

We are excited to invite applications for the position of Administrative Assistant, a crucial role that supports our executive leadership team. In this position, you will manage the schedules and communications of the Chief Operations Officer and Chief Financial and Administrative Officer, ensuring their time is utilized effectively.

Your contributions will be essential in streamlining executive functions and facilitating smooth operations, allowing our leaders to focus on strategic initiatives and organizational goals.

We welcome applicants from all backgrounds who are eager to make a meaningful impact in a collaborative environment. If you're ready to join our team, we encourage you to apply!

How You Will Make an Impact (Essential Functions)

• Efficiently manage and coordinate daily schedules, appointments, and meetings for the COO and CFAO, proactively resolving any scheduling conflicts.

• Organize and orchestrate meetings and special events by preparing agendas, arranging logistics, and overseeing on-site arrangements.

• Oversee business travel for the executive team, including event registration, transportation, accommodations, and itinerary preparation, ensuring all travel arrangements are seamless and meticulously coordinated.

• Draft, review, and edit correspondence, reports, and presentations, maintaining the highest standards of accuracy and professionalism.

• Serve as the primary liaison between the executive team and internal/external stakeholders, facilitating effective communication and ensuring timely responses to inquiries and requests.

• Handle sensitive and confidential information with utmost discretion and professionalism, maintaining a high level of trust and integrity in all matters.

• Oversee day-to-day office operations, including the management of office supplies, equipment, and vendor relationships, to ensure a well-organized and efficient work environment.

• Maintain accurate and organized filing systems for both electronic and physical documents.

• Assist in preparing budgets and expense reports, monitoring and tracking expenditures to ensure adherence to budgetary guidelines and financial policies.

• Perform other duties as assigned, demonstrating flexibility and a proactive approach.

What You Bring to the Community Enterprise

• Proven experience as an administrative assistant or in a similar executive support role, with 3-5 years in a high-level administrative capacity.

• Ability to manage complex schedules and perform high-level administrative tasks with exceptional organizational skills.

• Proficiency in office software (Microsoft Office Suite) and familiarity with office equipment and management systems.

• Demonstrated ability to handle confidential information with integrity and discretion.

• You are Organized & Productive

• You are an expert at planning projects and timelines and imparting those organizational needs to others to drive results.

• You Cultivate Innovation

• You are adept at creating new and better ways for the organization to be successful.

• You are an Exceptional Communicator

• You are an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

• You Posses Organizational Savvy

• You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics.

• You are action-oriented and focus on results

• You easily take on new opportunities and challenges with a sense of urgency and a solutions-oriented mindset. You have a record of consistently achieving results.

• You Build Networks

• You effectively build formal and informal relationships inside and outside the organization.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, talk, and occasionally lift and/or move items, including equipment, furniture, and/or children. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.