Executive Administrator

Eye Thrive • St. Louis, MO

4d • $65,000 • Onsite

About The Position

The Executive Assistant is a key partner to Eye Thrive’s CEO, ensuring the executive office runs efficiently while supporting organizational priorities. Reporting directly to the CEO, this role provides high-level administrative, operational, and strategic support, serving as a liaison to the Board of Directors, staff, donors, and community partners. The Executive Assistant manages complex calendars, coordinates meetings and events, drafts communications, and safeguards sensitive information. They oversee board operations, office and vendor management, basic finance and HR tasks, and special projects - streamlining processes and ensuring the CEO’s focus remains on advancing the mission. Highly organized, adaptable, and discreet, the Executive Assistant excels at managing multiple priorities in a fast-paced environment. They bring strong judgment, exceptional communication skills, and a collaborative spirit to every task, helping Eye Thrive achieve operational excellence with professionalism and warmth.

Requirements

• Commitment to the mission and values of the organization.
• High degree of integrity, discretion, and professionalism.
• Ability to work independently and collaboratively in a dynamic environment.
• Proficient skill level with Microsoft Office applications.
• Proficient skill level with Google Documents, Sheets, and Calendar.
• Ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work.
• Ability to adjust to changing conditions or priorities.
• Ability to make decisions and exercise good judgment.
• Ability to communicate effectively both verbally and in writing.
• Ability to quickly understand complex information, adapt to new challenges, and take initiative as a proactive self-starter.

Responsibilities

• Works directly with the CEO to support all aspects of their daily work routine.
• Proactively manages the CEO’s calendar and contacts, including scheduling meetings, responding to inquiries, and tracking deadlines.
• Provides coordination, monitoring, and communication of projects and programs managed by the CEO.
• Determines the priority of matters of attention for the CEO, redirects matters to staff to handle, or handles matters personally, as appropriate, ensuring appropriate follow-up.
• Coordinates logistics for donor meetings, staff meetings, and other strategy meetings and prepares minutes or other meeting materials as needed.
• Manages all communications for the CEO, including drafting and editing correspondence as needed to external and internal partners.
• Drafts and edits reports, collateral, and meeting materials.
• Tracks CEO’s activities, notes, and tasks for the development team to add into the CRM database.
• Provides event logistics management for in-person meetings and events organized by Eye Thrive.
• Maintain the highest level of confidentiality and professionalism while handling sensitive and proprietary information, ensuring discretion in all communications and interactions.
• Represent Eye Thrive with professionalism and warmth in all interactions.
• Drafts and edits materials and communications for Eye Thrive’s Board of Directors, including board communications and meeting materials.
• Serves as liaison to the Board of Directors, including overseeing logistics for Board meetings, including meals, meeting materials, and presentations, and correspondence.
• Supports all board committees, including scheduling, drafting agendas, and finalizing minutes.
• Manages the Board of Directors portal, including updating potential, new, and current board member information.
• Develops, implements, and maintains office management policies and procedures to support efficient, organized, and professional daily operations. Partners with staff to identify areas for improvement, communicates changes clearly, and ensures consistent application across the team.
• Acts as a vendor liaison for day-to-day operational needs at both the Eye Thrive office and warehouse, including but not limited to building/facilities maintenance, furniture replacement/repair, office supplies, phone and internet providers, IT consultants, and copier maintenance/repair.
• Directs incoming inquiries and calls to ensure excellent customer service.
• Welcomes and greets visitors at the Eye Thrive office.
• Receives and distributes incoming mail and packages.
• Maintains overall professional appearance of the office and coordinates with building maintenance and outside vendors as needed.
• Manages the purchasing and maintenance of administrative office supplies and monitors inventory levels.
• Collaborates with IT support as needed to support team members.
• Reviews and processes invoices and payments, including mileage and other reimbursements, ensuring accuracy and timeliness.
• Verifies billing information and resolves discrepancies or disputes on incorrect invoices.
• Uploads administrative invoices, payments, and all supporting documentation to the electronic filing system.
• Monitors departmental expenses to ensure accurate categorization and proper classification in the electronic filing system.
• Reconciles monthly expense reports to support accurate financial tracking.
• Oversees inventory management across the organization, including tracking, organizing, and maintaining up-to-date records of equipment and supplies.
• Manages the intake of new inventory and coordinates the disposal of unusable items in accordance with organizational policy.
• Ensures capital assets are properly documented and reported to the accountant for accurate financial reporting.
• Coordinates with Director of Human Resources to ensure a smooth transition for new employees.
• Ensures all necessary technology is prepared and functional for new employees prior to their start date. This includes configuring and distributing laptops, allocating and distributing keyboards, monitors, etc., creating and activating email accounts, setting up calendar access, phone and ensuring access to all relevant systems, platforms, and internal communication tools.
• Demonstrates strategic leadership by anticipating needs, aligning team efforts with organizational priorities, and fostering a culture of empathy, accountability, and high performance.
• Participates and contributes in regular leadership team meetings to ensure we lead with transparency, respond in real time, and stay connected as one team moving towards our mission.
• Monitors departmental budget and expenses, reviews monthly budget vs. actuals, and adjusts plans as needed to meet financial goals.
• Prepares bi-monthly board reports summarizing key activities, progress, and updates; participates in board meetings and committees as needed.
• Builds enthusiasm and consensus around team strategies, key initiatives, and long-term organizational goals.
• Advances the strategic plan by holding self accountable and collaborating with the team to ensure organizational priorities, goals, and targets are met as outlined in the work plan.
• Demonstrates a deep commitment to Eye Thrive’s mission by centering kids and families in all decisions and actions. Leads with empathy, compassion, and trust while advancing equity and transformational change in both day-to-day work and long-term impact. Consistently reflects organizational values in relationships, communication, and decision-making.
• Participates in the annual employee evaluation process by receiving and providing constructive feedback, reflecting on performance, and identifying growth opportunities for the year ahead.
• Supports organization-wide initiatives, including special events, fundraisers, stewardship activities, and community outreach or operations, as needed.
• Completes other tasks as assigned and required by direct supervisor or CEO.

Benefits

• Competitive benefits package, including medical, dental, vision, life insurance and Employee Assistance Program services.
• 403b employer matching program.
• Competitive personal time off policy.
• Mileage reimbursement.
• Professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees