Executive Administrative Assistant

ST VINCENT FAMILY SERVICES • Columbus, OH

12d

About The Position

The Executive Administrative Assistant provides primary administrative support to the CEO/President and secondary support to the Executive Leadership Team. The role manages executive calendars, meetings, organizational priorities, communications, and action-item tracking, while supporting special projects and strategic initiatives. The position requires professionalism, confidentiality, sound judgment, initiative, and a commitment to St. Vincent’s mission, values, and trauma-informed approach.

The role is the primary administrator for BoardEffect and coordinates Board of Trustees and committee governance activities, including meeting schedules, notices, agendas, packets, minutes, records, compliance documentation, trustee onboarding, and related logistics. The Executive Administrative Assistant also coordinates travel and expense processes, supports presentations and reports, and serves as a liaison among executives, Board members, community partners, and internal stakeholders.

Requirements

• Associate degree in Business Administration, Communications, or a related field.
• At least five years of progressively responsible experience supporting senior executives or executive leadership teams in a fast-paced professional environment.
• Ability to demonstrate executive presence and professionalism.
• Expertise in calendar management.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
• Professionalism and discretion when handling confidential information.

Nice To Haves

• Bachelor’s degree preferred.
• Experience supporting a board of directors or trustees strongly preferred.

Responsibilities

• Provide primary administrative support to the CEO/President and secondary support to the Executive Leadership Team, escalating competing executive demands to the CEO for prioritization.
• Screen and triage incoming requests, calls, and communications, using judgment to assess urgency and route matters appropriately.
• Track executive commitments, deadlines, follow-up items, Board requests, and committee action items through completion.
• Support special projects and strategic initiatives, including annual planning cycles and organizational goal tracking.
• Collaborate with agency departments to coordinate executive priorities.
• Prepare meeting agendas, materials, minutes, correspondence, presentations, reports, and briefing materials, and track follow-up action items.
• Create PowerPoint presentations at the direction of executive team members and assist with presentations and administrative needs.
• Manage executive calendars, anticipate scheduling conflicts, and proactively resolve competing priorities.
• Schedule Executive Team meetings, leadership meetings, and organizational planning sessions; monitor deadlines and follow up on action items.
• Support accreditation, audits, or governance requests related to the Executive Office.
• Coordinate travel arrangements, conference registrations, itineraries, expense reporting, and reimbursements.
• Serve as a liaison among the Executive Team, Board of Trustees, community partners, and internal stakeholders.
• Administer BoardEffect and maintain trustee information, committee memberships, records, and governance documents.
• Maintain the official Board calendar and annual governance cycle, including meeting schedules, committee cadence, and recurring compliance deliverables.
• Prepare and distribute Board and committee meeting notices, agendas, packets, and supporting materials in accordance with bylaws-required notice periods.
• Coordinate Board and committee meeting logistics, including room setup, virtual platforms, hybrid technology, and hospitality.
• Record, prepare, and distribute Board and committee meeting minutes; track approval and maintain official records.
• Maintain Board records, bylaws, policies, resolutions, and signed governance documents in accordance with record-retention and governance requirements.
• Support trustee recruitment, onboarding, orientation, and offboarding in coordination with the Governance Committee.
• Coordinate annual Board compliance activities, including conflict-of-interest disclosures, acknowledgements, and required governance documentation.

Benefits

• Competitive compensation based on education, experience, licensure, and internal equity.
• Comprehensive benefits.
• 401(k) matching.
• Generous paid time off package.

What This Job Offers

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