Executive Administrative Specialist

Position Summary

The Executive Administrative Assistant serves as a trusted administrative partner to executive leadership, providing high-level administrative, operational, and organizational support that advances the goals and priorities of the agency, department, and senior leadership team.

This position requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to independently manage complex and diverse responsibilities. Working directly with executive-level leaders and/or supporting multiple senior-level positions, the Executive Administrative Assistant anticipates needs, coordinates critical activities, manages sensitive information, and ensures the smooth and efficient operation of assigned areas.

The successful candidate is a proactive problem-solver who thrives in a fast-paced environment, demonstrates exceptional attention to detail, builds strong working relationships, and consistently represents the agency with professionalism and integrity.

Key Responsibilities

Executive & Administrative Support

Provide advanced, comprehensive administrative support to executive leadership and/or designated senior-level management.

Independently manage complex, confidential, and non-routine administrative responsibilities using appropriate office systems and technology.

Anticipate leadership needs, proactively address administrative priorities, and exercise sound independent judgment in managing competing demands.

Handle sensitive organizational, employee, financial, and client information with the highest level of discretion and confidentiality.

Ensure all activities align with agency policies, procedures, professional standards, and organizational values.

Financial & Billing Administration

Coordinate billing activities and perform accounting-related functions with an understanding of fundamental accounting principles and practices.

Compile, review, and summarize financial information, identifying discrepancies, trends, or unusual activity and communicating findings to management.

Support executive and departmental expense management, purchasing, and financial tracking activities.

Assist with maintaining accurate financial documentation and records.

Department & Office Operations

Coordinate and manage executive and departmental calendars, appointments, meetings, and schedules, ensuring accuracy and timely communication.

Organize meetings and coordinate logistics, materials, and follow-up activities.

Oversee office supply and equipment needs, ensuring resources are available to support daily operations.

Provide guidance and administrative assistance to other team members as assigned.

Serve as an organizational resource, helping maintain efficient workflows and effective departmental operations.

Data Management & Contract Support

Research, collect, organize, and analyze information to support departmental operations and management decision-making.

Prepare and maintain accurate client, employee, and customer information within designated databases and systems.

Ensure data integrity, accuracy, and timely updates across applicable systems.

Review and support Requests for Proposals (RFPs) and related documentation, ensuring submission requirements, timelines, and processes are followed.

Monitor contract specifications and administrative requirements to support organizational compliance.

Records Management & Document Administration

Maintain accurate, organized, and complete departmental and client records in accordance with agency standards and applicable requirements.

Coordinate scanning, copying, filing, and distribution of correspondence and other documentation.

Ensure records contain all required supporting documentation and are maintained in an accessible and organized manner.

Complete document management activities accurately and within established deadlines.

Auditing & Compliance

Conduct routine and detailed audits of client, employee, and/or customer records to identify missing documentation, inaccuracies, and inconsistencies.

Communicate identified concerns and assist with timely resolution of documentation issues.

Support compliance with agency policies, external requirements, contractual obligations, and applicable standards.

Maintain appropriate documentation and follow established audit and recordkeeping procedures.

Reporting & Presentations

Research, compile, analyze, and prepare advanced reports, presentations, and other executive-level materials.

Ensure all reports and presentations are accurate, thorough, professionally formatted, and completed within established timelines.

Translate information and data into organized, meaningful materials that support leadership planning and decision-making.

Manage reporting deadlines and proactively communicate potential delays or concerns.

Project & Executive Initiative Support

Independently coordinate and manage special projects and assignments on behalf of executive leadership and department management.

Support complex departmental initiatives, business activities, and organizational priorities.

Coordinate project timelines, deliverables, communications, and follow-up activities to ensure objectives are achieved.

Collaborate with internal departments and external stakeholders to facilitate project progress and successful outcomes.

Demonstrate flexibility and initiative in responding to changing priorities and emerging organizational needs.

Customer Service & Relationship Management

Deliver exceptional customer service while ensuring the needs of clients, customers, colleagues, and department stakeholders are addressed professionally and promptly.

Represent the agency positively through interactions with internal and external partners.

Communicate and collaborate with external stakeholders, including Board members, volunteers, and community partners, as needed.

Provide reception and front-office support, including answering phones, greeting visitors, and directing inquiries, when assigned.

Build positive working relationships through effective communication, responsiveness, and a solutions-oriented approach.

Leadership & Supervisory Responsibilities

When assigned supervisory responsibilities:

Participate in interviewing, selection, and hiring processes.

Provide direction, oversight, and coordination of daily work activities.

Conduct performance evaluations and provide ongoing feedback and coaching.

Support employee development, accountability, and performance management.

Promote a positive, collaborative, and productive work environment.

Other Duties

Perform additional responsibilities and special assignments as directed to support agency, departmental, and executive leadership priorities.

General Required Knowledge, Skills & Abilities

Exceptional written and verbal communication skills, including the ability to communicate professionally with all levels of the organization and external stakeholders.

Strong customer service, interpersonal, and relationship-building skills.

Ability to maintain confidentiality and appropriate professional and clinical boundaries.

Excellent organizational, analytical, and problem-solving skills.

Demonstrated ability to prioritize competing responsibilities, manage multiple projects, and meet critical deadlines.

Highly self-motivated, proactive, and resourceful, with the ability to work independently and collaboratively.

Strong attention to detail and commitment to accuracy, quality, and follow-through.

Ability to exercise sound judgment, maintain discretion, and handle sensitive situations professionally.

Adaptability and flexibility in responding to changing priorities and organizational needs.

Program-Specific Required Knowledge, Skills & Abilities

Advanced computer proficiency, including expert-level knowledge of word processing, spreadsheets, complex formatting, formulas, graphics, tables, computations, and presentation applications.

Advanced administrative expertise, including office operations, executive support, reception, scheduling, and records management.

Working knowledge of contract specifications, documentation requirements, and related administrative processes.

Exceptional English language, grammar, proofreading, and business writing skills.

Ability to develop polished, accurate, and professional reports, correspondence, and presentations.

Ability to learn and effectively navigate agency-specific software, databases, and business systems.

Agency Values

All employees are expected to demonstrate and promote the agency's core values in their daily work and interactions:

Advocacy. Collaboration. Compassion. Inclusion. Integration. Integrity. Quality. Respect.

Minimum Job Requirements

Bachelor's degree in Business Administration or a related field, or equivalent combination of education and experience.

Minimum of six (6) years of experience in an administrative support role, preferably supporting senior-level or executive leadership.

Valid driver's license and current automobile insurance.

Ability to complete and maintain required agency training and/or certifications.

Essential Functions & Physical Demands

Positional Requirements

Driving as required by assigned job responsibilities.

Infrequent standing and walking.

Constant sitting.

Gross Mobility

Rare climbing or crawling.

Infrequent balancing, stooping, kneeling, or crouching.

Frequent to constant reaching and handling.

Sensory Requirements

Rare tasting or smelling.

Infrequent use of color vision.

Occasional use of far visual acuity, depth perception, and field of vision.

Frequent use of near and midrange visual acuity and visual accommodation.

Frequent to constant talking.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.