Executive Administrative Assistant

Trellis • Phoenix, AZ

1d

About The Position

The Executive Assistant provides high-level administrative and confidential support to the President & CEO and executive leadership and assists with day-to-day operations of the organization. This role serves as a key point of contact between Trellis, the Board of Directors, staff, and external stakeholders, ensuring effective communication and coordination. The Executive Assistant is responsible for managing schedules, coordinating meetings, and supporting administrative processes across the organization. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

• Bachelor’s degree or equivalent combination of education and at least 5 years of experience supporting senior executives. Candidates without a degree should have 10+ years of progressively responsible administrative experience
• Demonstrated experience supporting executive-level leadership and/or boards
• Exceptional written, verbal, and interpersonal communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• High level of discretion and ability to handle confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience working with diverse stakeholders, including staff, board members, and community partners
• Ability to work independently in a fast-paced, dynamic environment

Nice To Haves

• Bilingual in English and Spanish preferred
• Experience with Canva or other design/publishing tools
• Familiarity with fundraising activities, donor engagement, or sponsorship coordination
• Strong attention to detail and commitment to quality
• Resourceful, proactive, and solutions-oriented mindset

Responsibilities

• Provide comprehensive administrative support to the President & CEO
• Manage a complex and dynamic calendar, including scheduling internal and external meetings
• Coordinate travel, meeting logistics, and executive communications
• Prepare reports, presentations, and correspondence on behalf of executive leadership
• Serve as liaison to the Board of Directors
• Coordinate board and committee meetings, including scheduling, materials, and logistics
• Prepare and distribute board packets and record official meeting minutes
• Support onboarding and new hire documentation
• Assist with employee benefits administration and communications
• Maintain employee records and monitor required trainings
• Serve as liaison with external HR consultant
• Coordinate day-to-day office operations to ensure efficiency
• Manage incoming and outgoing communications, including email and mail distribution
• Prioritize and route correspondence requiring executive attention
• Track and follow up on assignments and projects initiated by executive leadership
• Coordinate meetings and communications with internal teams and external partners
• Support fundraising, donor relations, and organizational communications efforts as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Executive