Executive Assistant

Executive Administrative Assistant

Position Summary

The Office Administrator provides key operational and administrative support to the while helping manage the day-to-day operations of a nonprofit business organization. This role supports organizational programs, events, membership engagement, office operations, communications, and shared workspace management. The ideal candidate is organized, detail-oriented, customer-focused, and able to work independently in a fast-paced, collaborative environment.

Key Competencies

• Exceptional attention to detail

• Strong organizational and time management skills with the ability to prioritize multiple tasks

• Sound judgment and the ability to make independent decisions when appropriate

• Excellent written communication skills, including grammar, spelling, and punctuation

• Strong verbal communication and interpersonal skills

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and internet-based applications, or the willingness to learn

• Collaborative team player with a positive, service-oriented attitude

• Flexible, adaptable, and able to manage changing priorities

• Professional demeanor when interacting with members, business owners, community partners, elected officials, sponsors, and the public

Primary Responsibilities

Executive & Administrative Support

• Provide administrative support to the Director and ensure efficient daily office operations

• Manage calendars, meetings, appointments, and scheduling

• Prepare meeting materials, correspondence, reports, and other documents as needed

• Maintain confidential files, records, and organizational documents

• Answer phones, greet visitors, and serve as the primary point of contact for general inquiries

• Coordinate office supplies, equipment, and workspace organization

• Collect, distribute, and process incoming and outgoing mail

• Prepare deposits and assist with financial administrative tasks as directed

• Organize administrative projects and ensure timely completion of assigned tasks

Membership & Communications

• Maintain accurate membership records and databases

• Follow up with members, partners, and stakeholders through phone calls and email communications

• Update and maintain the organization's website and social media platforms

• Assist with promotional communications for programs, events, and membership initiatives

Events & Program Support

• Provide logistical and administrative support for meetings, networking events, educational programs, and community initiatives

• Prepare event materials, including name tags, registration materials, and other supplies

• Assist with event setup, coordination, and participant support

• Represent the organization professionally at meetings and community events

Professionalism & Confidentiality

• Handle confidential information with discretion and integrity

• Represent the organization professionally in all interactions

• Maintain a positive, customer-focused attitude in a mission-driven environment

• Contribute to a collaborative and supportive workplace culture

Work Schedule & Compensation

• Full-time position (approximately 40 hours per week)

• Monday through Friday, standard business hours

• Primarily on-site

• Occasional evening and weekend work may be required to support organizational events

• Salary commensurate with experience

• Paid time off and holidays offered in accordance with organizational policy

Education & Experience

• Minimum Associated Degree, or Administrative Certifications. 

• Three or more years of administrative, office management, or related experience preferred

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat

• Experience with either website updates, social media management, and/or customer service is preferred

Work Hours and Compensation:

• Approximately 40 hours per week, Monday through Friday, 8:30a- 5:00p unless otherwise discussed. 100% on-site position

• Depending upon events, some weekend/evening hours will be expected

• Salary commensurate with experience

• 2 Weeks PTO goes into effect once 3 months full-time work has been completed

• All Federal Holidays honored