Executive Administrative Specialist

Talbert House•Cincinnati, OH

5d•$43,680 - $50,000

About The Position

The Executive Administrative Assistant serves as a trusted administrative partner to executive leadership, providing high-level administrative, operational, and organizational support that advances the goals and priorities of the agency, department, and senior leadership team. The role may support multiple senior-level positions and requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to independently manage complex and diverse responsibilities. The successful candidate anticipates leadership needs, coordinates critical activities, manages sensitive information, and helps ensure the smooth and efficient operation of assigned areas. Responsibilities span executive administration, financial and billing activities, office operations, data and contract support, records management, auditing and compliance, executive reporting, project coordination, and customer service. Supervisory duties may also be assigned, including hiring support, work direction, performance evaluations, and employee development. The position requires professional communication, confidentiality, adaptability, and consistent representation of the agency’s values.

Requirements

Bachelor’s degree in Business Administration or a related field, or an equivalent combination of education and experience.
At least six years of experience in an administrative support role, preferably supporting senior-level or executive leadership.
Valid driver’s license and current automobile insurance.
Ability to complete and maintain required agency training and/or certifications.
Exceptional written and verbal communication skills and the ability to communicate professionally with all organizational levels and external stakeholders.
Strong customer service, interpersonal, and relationship-building skills.
Ability to maintain confidentiality and appropriate professional and clinical boundaries.
Excellent organizational, analytical, and problem-solving skills; ability to prioritize competing responsibilities, manage multiple projects, and meet critical deadlines.
Ability to work independently and collaboratively; be self-motivated, proactive, and resourceful; and adapt to changing priorities.
Strong attention to detail, accuracy, quality, and follow-through, with sound judgment and discretion.
Advanced computer proficiency, including expert-level word processing, spreadsheets, complex formatting, formulas, graphics, tables, computations, and presentation applications.
Advanced administrative expertise in office operations, executive support, reception, scheduling, and records management.
Working knowledge of contract specifications, documentation requirements, and related administrative processes.
Exceptional English language, grammar, proofreading, and business writing skills.
Ability to develop polished, accurate, and professional reports, correspondence, and presentations.
Ability to learn and effectively navigate agency-specific software, databases, and business systems.

Nice To Haves

Experience supporting senior-level or executive leadership.

Responsibilities

Provide comprehensive administrative support to executive leadership and/or designated senior-level management.
Independently manage complex, confidential, and non-routine administrative responsibilities using appropriate office systems and technology.
Anticipate leadership needs, manage administrative priorities, exercise independent judgment, and handle competing demands.
Protect sensitive organizational, employee, financial, and client information.
Coordinate billing and accounting-related activities; compile, review, and summarize financial information; identify discrepancies or unusual activity; and support expense management, purchasing, financial tracking, and documentation.
Manage executive and departmental calendars, appointments, meetings, and schedules, and coordinate meeting logistics, materials, and follow-up.
Oversee office supply and equipment needs, assist team members as assigned, and support efficient departmental workflows.
Research, collect, organize, and analyze information for departmental operations and management decision-making.
Maintain accurate client, employee, and customer information in designated databases and systems, ensuring data integrity and timely updates.
Review and support Requests for Proposals and related documentation, and monitor contract specifications and administrative requirements.
Maintain complete and organized departmental and client records; coordinate scanning, copying, filing, and document distribution; and complete document management tasks on time.
Audit client, employee, and/or customer records to identify missing documentation, inaccuracies, and inconsistencies; communicate concerns and assist with resolution.
Support compliance with agency policies, external requirements, contractual obligations, applicable standards, and recordkeeping procedures.
Research, compile, analyze, and prepare accurate, polished reports, presentations, and other executive-level materials within established timelines.
Coordinate special projects and assignments for executive leadership and department management, including timelines, deliverables, communications, and follow-up.
Collaborate with internal departments and external stakeholders to support project progress and organizational priorities.
Provide professional, timely customer service to clients, customers, colleagues, and department stakeholders; communicate with Board members, volunteers, and community partners as needed.
Provide reception and front-office support, including answering phones, greeting visitors, and directing inquiries, when assigned.
When assigned supervisory responsibilities, participate in interviewing, selection, and hiring; coordinate and oversee daily work; conduct performance evaluations; provide feedback and coaching; and support employee development and accountability.
Perform additional responsibilities and special assignments as directed.
Demonstrate and promote the agency’s values of Advocacy, Collaboration, Compassion, Inclusion, Integration, Integrity, Quality, and Respect.