Executive Operations Admin

People's Arc of Suffolk Careers•Bohemia, NY

About The Position

This role provides high-level administrative and operational support to the CEO, managing complex calendars, coordinating meetings, and ensuring smooth executive operations. The position requires exceptional judgment, discretion, and the ability to handle sensitive information with strict confidentiality. The Executive Operations Admin will also support strategic initiatives, Board and Foundation responsibilities, and maintain administrative continuity through technology and collaboration.

Requirements

High School Diploma or GED required.
Five or more years of progressively responsible experience in executive support, executive operations, or complex project coordination.
Exceptional judgment, discretion, initiative, organization, attention to detail, time management, and follow-through.
Strong writing, research, reporting, presentation, and executive communication skills.
Ability to manage multiple priorities, remain composed under pressure, solve problems, and work effectively with limited direction.
Executive presence and confidence interacting with senior leaders, Board members, families, government representatives, donors, and external stakeholders.
Advanced proficiency with Microsoft 365 or comparable platforms, including Outlook, Teams, Word, PowerPoint, PDF tools, approved AI, automation, and emerging technology.
Ability to maintain strict confidentiality and appropriately handle sensitive information, records, and communications.
Valid New York State Driver's License required.
Must comply with Agency Fleet Safety policies and complete all Agency and regulatory screenings, documentation, and training.

Nice To Haves

Bachelor's degree preferred; comparable relevant professional experience may substitute.
Formal administrative or executive-support training preferred.
Notary Public commission is a plus.

Responsibilities

Manage the CEO's complex calendar and priorities, protecting time for high-value leadership activities and recommending delegation, redirection, or declination of requests.
Schedule and coordinate meetings, conferences, appointments, and related logistics; prepare agendas, background materials, concise briefings, decisions needed, risks, and recommended talking points.
Review and route correspondence and inquiries; draft, edit, merge, organize, and maintain letters, emails, reports, presentations, and other executive documents and records.
Welcome and appropriately direct visitors and callers to the executive office while maintaining a professional and responsive experience.
Record meeting discussions and prepare accurate, timely minutes, action items, and follow-up communications as assigned.
Track executive commitments, decisions, assignments, and deadlines; follow up independently with responsible parties and elevate unresolved matters when needed.
Support CEO-sponsored strategic initiatives and special projects through research, coordination, executive summaries, project tracking, and cross-functional follow-through.
Collect, analyze, and synthesize information into clear, decision-useful reports, presentations, and recommendations.
Establish objectives, organize priorities, monitor progress, identify barriers or workflow gaps, gain cooperation across departments, and develop practical solutions.
Support CEO-related Agency Board and Foundation Board responsibilities, including meeting coordination, scheduling, preparation and distribution of materials, minutes, records, and follow-up activities.
Serve as a professional, responsive, and discreet liaison between the CEO and Board members, government leaders, Arc organizations, community partners, donors, families, employees, and other stakeholders.
Maintain organized, secure electronic records and information-management systems for the executive office in accordance with Agency requirements.
Use approved AI, automation, Microsoft 365, and emerging business technology to improve research, productivity, communications, and workflow while protecting confidentiality, privacy, and data security.
Maintain current procedures for essential executive-office functions and train designated covering staff to ensure continuity when needed.
Collaborate with the Administrative Services team and other departments to coordinate resources, coverage, and special assignments without exercising direct supervisory authority.
Anticipate needs, identify gaps, seek necessary information, develop solutions, and recognize when CEO involvement is required.
Exercise professional curiosity, discretion, sound judgment, and constructive candor, including respectfully questioning assumptions and identifying competing priorities when appropriate.
Perform other related duties and special assignments consistent with the position and as directed.