Executive Assistant

The Arc Jefferson - St. Lawrence•Watertown, NY

16d•$23 - $26

About The Position

The Executive Assistant provides high-level executive, administrative, and organizational support to the Chief Executive Officer (CEO). The role helps ensure the efficient operation of the Office of the CEO through proactive planning, strong organization, effective communication, and consistent follow-through. The Executive Assistant serves as a trusted professional partner to the CEO, exercising initiative, sound judgment, discretion, and the ability to anticipate needs and manage competing priorities with minimal supervision. The position supports executive communications and coordination, proactive planning, Board of Directors and Board Committee governance, and special projects and strategic initiatives. It serves as a primary administrative contact for the Office of the CEO and coordinates with executive leadership, Board members, employees, external stakeholders, community partners, agencies, and regulatory stakeholders. The role operates primarily in a professional office environment and requires frequent interaction with these groups, regular use of office equipment and technology, confidentiality, and adaptability in a fast-paced environment. The schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. Evening hours may occasionally be required for Board or other leadership meetings, and flexibility to the needs of the agency is expected. Occasional travel for Board and management meetings is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Responsibilities may evolve to meet organizational needs and priorities.

Requirements

Associate degree in business administration, communications, or a related field; equivalent experience may be considered.
At least five years of progressively responsible administrative experience, preferably supporting senior-level executives.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related office technology.
Excellent written and verbal communication skills.
Demonstrated ability to handle sensitive and confidential information.
Strong organizational skills, attention to detail, and ability to manage multiple priorities.
Authorized to work in the United States.
Ability to meet the role’s physical demands, including regularly talking or hearing; frequently standing, walking, lifting, using hands to finger, handle, or feel, and reaching with hands and arms. Work may require lifting, pushing, or pulling more than 30 pounds.

Nice To Haves

Bachelor’s degree.
Experience in nonprofit administration, Board governance, or a complex organization.

Responsibilities

Provide comprehensive administrative and organizational support to the CEO.
Manage the CEO’s calendar, appointments, meetings, travel, and scheduling priorities.
Anticipate the CEO’s needs and prepare materials, information, and resources in advance.
Manage routine administrative matters independently and identify issues requiring executive attention.
Prepare, review, and coordinate executive correspondence, reports, presentations, and other materials.
Maintain organized and confidential executive records, correspondence, and documentation.
Keep the CEO informed of upcoming deadlines, commitments, decisions, and follow-up needs.
Serve as a primary administrative contact for the Office of the CEO.
Facilitate communication among the CEO, Executive Leadership Team, Board members, employees, and external stakeholders.
Draft, proofread, and edit correspondence for accuracy, clarity, and consistency; prioritize communications and identify matters requiring immediate attention.
Coordinate executive meetings, special events, and organizational initiatives.
Maintain professionalism, responsiveness, and confidentiality in communications.
Track executive assignments, organizational deadlines, and outstanding responsibilities; identify scheduling conflicts, missing information, and potential administrative challenges.
Prepare meeting materials and supporting information in advance, and recommend and implement administrative improvements.
Work independently while keeping the CEO appropriately informed.
Coordinate Board of Directors and Board Committee meetings, including agendas, schedules, meeting materials, and logistics.
Prepare and maintain Board packets, resolutions, minutes, and governance records using Board Spot.
Ensure Board materials are complete, accurate, professionally presented, and distributed on time.
Track Board decisions, action items, and follow-up responsibilities.
Provide administrative coordination for strategic planning, organizational projects, and executive initiatives.
Assist with tracking progress toward organizational goals and leadership assignments.
Coordinate information and documentation involving multiple departments.
Support executive-level meetings with external agencies, community partners, and regulatory stakeholders.
Perform additional responsibilities and special assignments as directed by the CEO, and other related duties as assigned by the CEO.