Executive Assistant

POSITION TITLE: Executive Assistant

REPORTS TO: Executive Director
FLSA STATUS: Non-Exempt
HOURS: 40 hours/week (Not to Exceed 9 months)
DEPARTMENT: Administration

POSITION SUMMARY

The Executive Assistant serves as a trusted partner to the Executive Director and Executive Leadership Team, delivering high-level administrative, operational, and strategic support. This role operates at the center of organizational coordination and requires the highest standards of confidentiality, integrity, professionalism, and discretion.

The ideal candidate is highly organized, proactive, and adaptable—capable of managing competing priorities while maintaining accuracy and composure in a fast-paced environment. This position plays a critical role in ensuring seamless executive operations, effective board governance, and strong communication across a diverse range of internal and external stakeholders.

This position is a temporary appointment not to exceed nine (9) months. Based on operational needs, funding availability, and demonstrated performance, the position may be considered for reclassification to a regular full-time role.

KEY RESPONSIBILITIES

Executive & Strategic Support

• Provide direct, high-level administrative support to the Executive Director and Executive Leadership Team
• Manage complex calendars, scheduling priorities, and executive time optimization
• Draft, review, and distribute professional correspondence, reports, presentations, and memoranda
• Serve as a gatekeeper for incoming communications, ensuring timely, professional, and strategic responses
• Conduct research, compile data, and prepare briefing materials to support executive decision-making
• Track assignments, deadlines, and key initiatives to ensure accountability and follow-through

Board Governance & Leadership Support

• Serve as a primary liaison between the Executive Director and the Board of Commissioners
• Coordinate all Board and committee meetings, including scheduling, logistics, and compliance requirements
• Prepare and distribute Board packets, agendas, resolutions, and supporting documentation
• Record, prepare, and maintain official meeting minutes and governance records
• Ensure timely follow-up on Board directives and action items
• Coordinate travel, accommodations, and logistics for Commissioners and leadership
• Provide administrative support to affiliated boards and committees as needed

Meetings, Events & Agency Coordination

Plan and coordinate agency-wide meetings, leadership sessions, and special events

Prepare materials, coordinate technology, and ensure seamless execution of meetings

Attend meetings as requested to capture notes, track decisions, and monitor action items

Coordinate travel, training, and professional development logistics for staff and leadership

Support cross-functional communication and collaboration across departments