Executive Administrative Specialist
About The Position
Greenwich House is seeking a highly organized, proactive, and service-oriented Executive Administrative Specialist to provide comprehensive administrative support to the Executive Office. This role serves as the operational backbone of executive administration, ensuring the Executive Leadership Team is supported through exceptional coordination, organization, and communication. Working closely with the Chief Executive Officer (CEO), Chief Financial & Operating Officer (CFOO), Chief External Affairs Officer (CEAO), and other members of the Executive Leadership Team, the Executive Administrative Specialist is responsible for managing complex administrative functions, coordinating executive schedules, supporting meetings and events, maintaining organizational records, and ensuring the efficient day-to-day operations of the Executive Office. This is an exciting opportunity for an individual who thrives in a fast-paced, mission-driven environment and enjoys delivering exceptional administrative support while building collaborative relationships across the organization.
Requirements
- Bachelor's degree or equivalent combination of education and experience.
- Three (3) to Five (5) years of progressively responsible executive administrative support experience, preferably supporting C-suite executives in a nonprofit, healthcare, education, or similarly complex organization.
- Demonstrated ability to manage multiple executives, competing priorities, and confidential information with professionalism and discretion.
- Exceptional organizational, time management, and prioritization skills.
- Excellent written, verbal, and interpersonal communication skills.
- Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, Zoom, and other business productivity platforms.
- Ability to anticipate needs, exercise sound judgment, and work independently in a fast-paced environment.
Responsibilities
- Manage complex executive calendars, appointments, and scheduling for members of the Executive Leadership Team while proactively resolving scheduling conflicts and competing priorities.
- Prepare, proofread, and distribute executive correspondence, reports, presentations, meeting materials, and other confidential communications.
- Serve as a trusted point of contact for internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
- Coordinate the daily administrative operations of the Executive Office to ensure efficiency, organization, and responsiveness.
- Maintain confidential executive files, records, databases, and administrative documentation.
- Establish and maintain organized electronic and physical filing systems that promote accessibility, consistency, and confidentiality.
- Monitor executive inboxes and correspondence as assigned, ensuring timely responses and appropriate follow-up.
- Assist in preparing reports, presentations, briefing materials, and executive meeting packets.
- Coordinate logistics for executive meetings, leadership meetings, organizational events, and special initiatives.
- Prepare meeting agendas, presentation materials, attendance tracking, and meeting logistics.
- Coordinate meeting spaces, technology, catering, visitor access, and related logistics to ensure a seamless meeting experience.
- Support organization-wide events and Executive Office initiatives requiring administrative coordination.
- Serve as a liaison between the Executive Office and departments across Greenwich House to facilitate effective communication and timely follow-up.
- Coordinate administrative requests across executive leadership while ensuring priorities are appropriately managed.
- Track administrative deadlines, recurring activities, and Executive Office deliverables.
- Support onboarding logistics, executive scheduling requests, and other administrative initiatives as assigned.
- Maintain accurate executive records, contact databases, distribution lists, and organizational documentation.
- Assist with document management, version control, and maintaining institutional records.
- Ensure confidentiality and integrity of all Executive Office information and documentation.
Benefits
- medical/dental/vision insurance
- 403(b) plan
- generous paid time off
- exclusive perks and discounts for Greenwich House programs and services, including classes, lessons, and events
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What This Job Offers
Job Type
Full-time
Career Level
Executive
