Administrative Assistant - Executive

Boys Town • Omaha, NE

13d • Onsite

About The Position

The Executive Administrative Assistant to the Chief Administrative Officer (CAO) provides advanced, high-level administrative and operational support in a fast-paced, mission-driven environment. This role serves as a trusted partner to the CAO, ensuring seamless coordination of executive priorities, managing complex schedules, and facilitating effective communication across senior leadership, internal teams, and external stakeholders. The ideal candidate is a proactive, detail-oriented professional with exceptional organizational, communication, and problem-solving skills. This individual demonstrates sound judgment, maintains strict confidentiality, and thrives in a dynamic setting requiring adaptability and discretion. Key responsibilities include managing executive calendars, coordinating meetings and travel, preparing reports and presentation materials, handling sensitive correspondence, and supporting strategic initiatives and special projects. You will also play a critical role in optimizing workflows, tracking deliverables, and ensuring alignment across administrative functions. This position requires a high level of professionalism, strong interpersonal skills, and the ability to anticipate needs while managing multiple priorities. A commitment to excellence and alignment with the organization’s mission and values are essential for success in this role.

Requirements

• Knowledge of office administrative procedures, practices, and filing methods.
• Ability to review and resolve complex administrative problems independently.
• High level of professionalism and interpersonal skills.
• Highly proficient PC software applications with an advanced ability to utilize Windows-based programs and Microsoft Office, including PowerPoint, Excel, and Word.
• Ability to communicate, verbally and in writing, with individuals at all levels in the organization and with external contacts in an articulate, professional manner while maintaining necessary degree of confidentiality.
• Ability to work independently, prioritize projects, meet deadlines, and multi-task while maintaining quality standards.
• Ability to type accurately and proficiently at a high rate of speed.
• Associate's degree or equivalent combination of education and experience required.
• Minimum of 3 years of administrative experience or executive support experience required.

Responsibilities

• Provides administrative support at an executive level.
• Coordinates and organizes departmental activities, proactively anticipating departmental needs.
• Reviews departmental operating practices including record keeping systems, forms control, and personnel requirements, and makes suggestions for improvements.
• Prepares reports and presentations, often of a complex or confidential nature.
• Prepares and edits correspondence, communications, and other documents.
• Coordinates activities of clerical and administrative staff as needed.
• Performs general administrative functions including photocopying, faxing, typing correspondence, mail, and maintaining office supplies.
• Greets visitors and staff in person or via telephone, determines their needs and directs them to the appropriate person or office.
• Processes, maintains, and files departmental records including youth files, payroll, purchasing, work orders, and other documents.
• Maintains schedules and coordinates calendars for meetings and other events; records, transcribes, and distributes meeting minutes.
• Assists in organizing events as needed.
• Makes schedule travel arrangements and completes expense reports as needed.
• Tracks, researches, and prepares various reports, material packets, and meeting or presentation materials.
• Serves as a role model in carrying out activities and behaviors that reflect the values and principles of the Boys Town mission.

Benefits

• Reduced to no cost visits for services performed by a Boys Town provider at a Boys Town location for employees and their dependents enrolled in medical benefits.
• Low to zero-dollar co-pays on certain maintenance drugs.
• No cost mental health visits to an in-network provider.
• Generous match on their 401K or 401K Roth account.
• Tuition reimbursement.
• Parenting resources from experts.
• Professional development opportunities within the organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree