Executive Assistant

The Arc Jefferson St Lawrence•Watertown, NY

13d

About The Position

The Executive Assistant provides high-level executive, administrative, and organizational support to the CEO and helps ensure the efficient operation of the Office of the CEO through proactive planning, organization, communication, and follow-through. The role serves as a trusted professional partner to the CEO, requiring initiative, sound judgment, discretion, the ability to anticipate needs, and the ability to manage competing priorities with minimal supervision. The position works Monday through Friday from 7:30 a.m. to 4:00 p.m. Evening hours may occasionally be required for board or other leadership meetings, and flexibility is expected to meet agency needs. Occasional travel for board and management meetings is required. The role operates primarily in a professional office environment and involves frequent interaction with executive leadership, Board members, employees, and external stakeholders. It requires regular use of standard office equipment and the ability to work in a fast-paced environment while maintaining confidentiality and adapting to changing organizational needs. The position requires an associate degree in business administration, communications, or a related field; a bachelor's degree is preferred. Equivalent experience may be considered. At least five years of progressively responsible administrative experience is required, preferably supporting senior-level executives. Nonprofit administration, Board governance, or experience in a complex organization is preferred. The role has no supervisory responsibility and reports directly to the Chief Executive Officer.

Requirements

Associate degree in business administration, communications, or a related field; equivalent experience may be considered.
Minimum of five years of progressively responsible administrative experience.
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.
Proven organizational skills, attention to detail, and ability to manage multiple priorities.
Authorized to work in the United States.
Ability to meet the position’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.
Administrative experience supporting senior-level executives.
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.
Independently manage routine administrative matters 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 matters.
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 flag matters requiring immediate attention.
Coordinate executive meetings, special events, and organizational initiatives.
Maintain systems to track executive assignments, organizational deadlines, and outstanding responsibilities; identify scheduling conflicts, missing information, and potential administrative challenges.
Recommend and implement administrative improvements that enhance efficiency and effectiveness, while working independently and keeping the CEO appropriately informed.
Coordinate Board of Directors and Board Committee meetings, including agendas, schedules, materials, and logistics.
Prepare and maintain Board packets, resolutions, meeting 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.
Coordinate administrative support for strategic planning activities, organizational projects, and executive initiatives.
Assist in 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 other related duties and special assignments as directed by the CEO; responsibilities may evolve with organizational needs and priorities.