Executive Administrative Assistant

Volunteers of America Delaware Valley • Collingswood, NJ

2d • Hybrid

About The Position

The Executive Administrative Assistant provides high-level administrative and operational support to the Chief Operating Officer. This position serves as a key liaison between executive leadership, government agencies, community partners, staff, and stakeholders. The ideal candidate demonstrates exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced human services environment.

Requirements

• Associate's degree required
• Minimum of 5 years of progressively responsible administrative experience supporting senior executives.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential and sensitive information with discretion.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Professional demeanor and customer-service orientation.
• Ability to work independently and exercise sound judgment.
• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift and carry materials up to 20 pounds.
• Ability to attend meetings and events throughout Camden County as needed.

Nice To Haves

• Bachelor's degree in Business Administration, Public Administration, or a related field preferred.
• Experience in nonprofit, government, healthcare, or social services settings preferred.
• Experience coordinating stakeholder engagement meetings and working with executive leadership strongly preferred.
• Knowledge of social services, public sector operations, or nonprofit administration preferred.

Responsibilities

• Provide comprehensive administrative support to the Chief Operating Officer and executive leadership team.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive-level documents.
• Coordinate meetings, committee meetings, and executive leadership meetings.
• Serve as a liaison between executive leadership, staff, government agencies, community organizations, and external stakeholders.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
• Assist with special projects, strategic initiatives, and organizational events.
• Maintain confidential records and sensitive information with the highest level of discretion.
• Track deadlines, action items, and follow-up activities to ensure timely completion.
• Coordinate logistics for conferences, trainings, community meetings, and public events.
• Support grant administration and reporting activities as assigned.
• Prepare expense reports, procurement requests, and budget-related documentation.
• Maintain filing systems and ensure compliance with organizational and regulatory requirements.
• Assist in developing and implementing administrative policies and procedures.
• Perform other duties as assigned to support organizational operations and mission objectives.

What This Job Offers

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