Executive Assistant

Executive Assistant

Providence House Mission Statement:

Providence House keeps kids safe and families together, embracing them with support to enhance stability that strengthens communities.

Reports To:

President & CEO

Major functions:

The Executive Assistant provides high-level administrative and organizational support to the President and CEO, Executive Team, and Board of Directors. This position manages executive calendars, coordinates meetings and materials, supports internal and external communications, and ensures timely follow-through on key projects and priorities. The Executive Assistant serves as a trusted liaison for the CEO’s office and helps maintain efficient and professional administrative operations across Providence House.

President & CEO Executive Support
• Manage the President and CEO's calendar, including scheduling, prioritizing, and confirming appointments, and ensuring adequate time is reserved for strategic priorities and key internal and external commitments.
• Serve as a primary point of contact for individuals seeking access to the President and CEO, ensuring inquiries are managed professionally, routed appropriately, and responded to in a timely manner.
• Prepare, edit, and organize correspondence, presentations, reports, meeting agendas, memoranda, mailings, and other materials on behalf of the President and CEO.
• Monitor internal and external deadlines, provide reminders and follow-up support, and help ensure timely completion of action items identified by the President and CEO.
• Review and coordinate requests for speaking engagements, public appearances, and external meetings in collaboration with the President and CEO and appropriate internal team members.
Executive Team Administrative Support
• Coordinate calendars and meeting schedules for members of the Executive Team (COS, CPO, CFO) as assigned, helping ensure alignment with agency priorities, CEO availability, and organizational deadlines.
• Support Executive Team meetings, Leadership Team meetings, and other internal meetings by preparing agendas, coordinating logistics, gathering materials, documenting follow-up items, and distributing information as needed.
• Assist with preparation of presentations, reports, dashboards, correspondence, and meeting packets for executive-level meetings and organization-wide initiatives.
• Create and maintain organized electronic and physical files, records, spreadsheets, and administrative tracking documents related to executive office functions.
• Coordinate travel arrangements, meeting logistics, expense reports and preparation materials for the President and CEO and Executive Team's meetings, speaking engagements, community events, and other commitments.
Board of Directors Support
• Manage Board of Directors, Committee, and ad hoc Committee meetings, including scheduling, logistics, meeting setup, materials preparation, attendance tracking, minute-taking, and follow-up activities.
• Prepare, compile, distribute, and maintain Board and Committee records and governance documentation, including agendas, meeting materials, resolutions, rosters, Director files, committee assignments, and corporate records.
• Attend Board and Committee meetings, take minutes, prepare draft minutes for review, and ensure final records are maintained in a timely and accurate manner.
• Coordinate Board communications, e-votes, governance correspondence, and related materials, ensuring timely distribution and accurate recordkeeping.
• Support Board member recruitment, onboarding, orientation, training, and ongoing governance activities, including background checks, governance documentation, performance tracking and terms of service.
• Maintain organized Board files, corporate records, meeting minutes, governance documents, rosters, Director files, candidate tracking documents, and related materials.
• Serve as a liaison between the Board of Directors, PHriends Associate Board, and organizational leadership, facilitating communication and sharing relevant updates.
Administrative, Office, and Culture Support
• Assist with administrative processes that support effective communication and coordination across departments.
• In conjunction with East and West Campus Receptionists, assist with visitor coordination and meeting preparation, and other agency gatherings as needed, ensuring that administrative spaces are organized, professional, and prepared for meetings and visitors.
• Serve as backup to the East Campus Receptionist - answer incoming calls, greet visitors, route inquiries appropriately.
• Support production and distribution of agency materials, handbooks, reports, and other internal documents.
• Assist with the coordination and execution of organization-wide, all-staff meetings and events.
General Duties
• Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other speaking engagements or fundraising events as assigned.
• Strive to be culturally competent and supportive of diversity in both service to clients and through professional interactions.