Executive Assistant
About the Opportunity
This is an excellent opportunity for a highly organized and proactive administrative professional who enjoys supporting senior leadership, coordinating projects, and serving as a key resource across an organization. The Executive Assistant works independently with minimal supervision, managing a wide variety of administrative, operational, and confidential responsibilities while helping ensure the smooth day-to-day functioning of the division.
Position Summary
The Executive Assistant provides high-level administrative support to assigned Division Directors and serves as a central point of coordination for projects, meetings, communications, and organizational initiatives. This role manages calendars, prepares reports and documentation, coordinates events and travel, maintains records, and supports cross-functional collaboration with internal teams and external partners. The position requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Provide administrative support for division operations, including scheduling, correspondence, records management, research, data entry, and compliance tracking.
- Manage calendars, coordinate meetings, and arrange travel and logistics for leadership and staff.
- Prepare agendas, meeting materials, minutes, reports, presentations, and other business documents.
- Compile and analyze information for surveys, annual reports, statistical reporting, and other organizational requirements.
- Maintain contracts, records, meeting documentation, and files in accordance with retention requirements and organizational policies.
- Serve as a liaison between leadership, employees, community partners, and external organizations.
- Monitor communications and information sources to support organizational awareness and leadership decision-making.
- Coordinate training, events, committee meetings, and special projects.
- Assist with procurement and contracting activities, including bid administration, proposal coordination, and contract file maintenance.
- Support insurance administration activities, including claims tracking and annual renewal processes.
- Provide backup administrative support as needed and participate in committees, task forces, and special initiatives.
Qualifications
- Three or more years of progressive administrative support experience; five or more years preferred.
- Experience coordinating projects, meetings, events, or organizational initiatives.
- Strong proficiency with Microsoft Office, Google Workspace, and business software applications.
- Excellent written and verbal communication skills.
- Ability to manage confidential information with professionalism and discretion.
- Strong organizational, time management, and problem-solving skills.
- Ability to prioritize competing demands and meet deadlines in a dynamic environment.
- Experience working collaboratively with diverse teams and stakeholders.
- Bachelor’s degree in a related field or an equivalent combination of education and experience.
Why This Opportunity?
- Visible role supporting organizational leadership and key initiatives.
- Variety of responsibilities with meaningful impact across the organization.
- Collaborative and mission-driven work environment.
- Opportunity to contribute to projects, process improvements, and organizational success.
- Stable, full-time position offering professional growth and development.
$60,000 – $65,000
Please email your resume for immediate consideration.
Tia McKeen, Senior Managing Director – Staffing
Timing is everything. Whether you are aggressively in a job search or simply passive for the ideal position, we would like to have the chance to share our opportunities with you. We specialize in placement for accounting and finance professionals. Many of our positions are not posted on the internet. Please contact me for more information about this role as well as other opportunities.
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