Executive Administrative Assistant
About The Position
The Executive Administrative Assistant serves as the primary administrative support professional to the KYS Administrator and provides secondary support to the Chief Executive Officer (CEO), Program Director, and Human Resources Department. K.E.L.L.Y. Youth Services, Inc. (KYS) is an Ohio 501(c)(3) non-profit corporation operating group homes in Hamilton County, Ohio. KYS facilities range from 4-12 beds. We specialize in 24-hour private non-custodial group homes and independent living programs that foster and empower living and learning for youth aged 9 to 21 years old. Our residential setting programs develop individuals from substitute care to independently living responsible adults.
Requirements
- Exceptional organizational and multitasking skills.
- Advanced proficiency in Microsoft Outlook, Word, Excel, Teams, and SharePoint.
- Strong professional writing and communication skills.
- Ability to handle confidential information with discretion.
- Excellent judgment, problem-solving, and initiative.
- Ability to prioritize multiple competing demands.
- Strong interpersonal and customer service skills.
- Ability to work independently with minimal supervision.
- Bachelor’s degree in Business Administrator, Office Administration, HR, or related field preferred.
- Three years of executive administrative experience required.
- Knowledgeable in Intuit QuickBooks.
- Advanced Microsoft 365 proficiency required.
Nice To Haves
- Experience in nonprofit, healthcare, social services, or behavioral health settings preferred.
Responsibilities
- Manage the Administrator's calendar, meetings, appointments, and travel arrangements.
- Screen calls, emails, and correspondence on behalf of the Administrator.
- Prepare reports, presentations, spreadsheets, and executive correspondence.
- Coordinate special projects and strategic initiatives.
- Maintain confidential records and organizational documents.
- Prepare meeting agendas, minutes, and track follow-up action items.
- Assist with board meeting preparation and related documentation.
- Monitor deadlines and provide reminders regarding critical projects and compliance requirements.
- Organize files, records, and document management systems.
- Serve as the Administrator's liaison with department managers, staff, vendors, and community partners.
- Provide administrative support to the CEO and Program Director as assigned.
- Coordinate leadership meetings and executive communications.
- Prepare organizational reports and supporting documents.
- Assist with meeting logistics and event planning.
- Assist with recruiting, interview scheduling, and onboarding.
- Maintain personnel files and training records.
- Monitor employee credential and training expiration dates.
- Assist with orientation and employee communications.
- Support annual performance review processes.
- Maintain confidentiality of personnel information.
- Assist with licensing, accreditation, and audit preparation.
- Maintain compliance documentation and administrative records.
- Support grant documentation and reporting requirements.
- Track recurring deadlines and reporting schedules.
- Assist with policy and procedure distribution and updates.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
