Executive Assistant

Description

Position Function:

The Executive Assistant provides high-level administrative support to the Chief Program and Strategy Officer (CPSO) and serves as a trusted partner in managing executive priorities, communications, scheduling, and administrative operations. This position is responsible for ensuring the efficient day-to-day functioning of the CPSO's office through calendar management, meeting coordination, communication support, project follow-up, and administrative organization.

The Executive Assistant serves as a liaison between the CPSO, agency leadership, staff, and external stakeholders. The position ensures timely follow-up on executive priorities, maintains organized records and documentation, coordinates meetings and events, and supports accountability for assigned action items and deliverables. The Executive Assistant exercises sound judgment, professionalism, discretion, and confidentiality while supporting organizational initiatives and executive operations.

Requirements:

Education: High School Diploma or equivalent required. Associate’s or Bachelor's Degree in Business Administration, Communications, Organizational Leadership, Education, Nonprofit Management, or a related field preferred.

Experience: Five years of progressively responsible administrative, executive support, project coordination, operations, or program support experience required. Experience supporting senior leaders and managing multiple projects simultaneously required. Experience in a nonprofit organization preferred.

Functional:

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong verbal and written communication skills with the ability to interact professionally with employees, leadership, community partners, and stakeholders.
• Excellent organizational, planning, and time-management skills.
• Strong attention to detail and ability to maintain accuracy in a fast-paced environment.
• Ability to prioritize competing demands and exercise independent judgment.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Experience coordinating meetings, preparing agendas, documenting minutes, and tracking follow-up actions.
• Ability to develop and maintain tracking systems, spreadsheets, and administrative processes.
• Sensitivity and awareness of the cultural and socioeconomic characteristics of the populations served by ACH.

Working Conditions:

Primarily office-based work requiring extended periods of sitting, computer usage, and telephone communication. Regular movement throughout agency facilities and attendance at meetings is required. Occasional travel may be required for meetings, trainings, conferences, and agency events.

Exposure to Confidential Information:

This position has frequent access to highly confidential information related to agency operations, strategic initiatives, employee matters, client services, financial information, and organizational planning. The executive assistant is expected to maintain confidentiality and comply with all agency policies regarding sensitive information.

Key Expectations/Responsibilities:

Executive Support & Coordination

• Serve as the primary point of contact for the CPSO, screening communications, prioritizing requests, and directing inquiries appropriately.
• Manage and coordinate the CPSO’s calendar, ensuring alignment with organizational priorities, deadlines, meetings, and commitments.
• Coordinate scheduling for internal and external meetings, appointments, and events.
• Prepare agendas, presentations, reports, correspondence, briefing materials, and supporting documentation for meetings and executive activities.
• Draft, proofread, and distribute communications on behalf of the CPSO as assigned.
• Arrange travel, accommodations, registrations, and related logistics for the CPSO as needed.
• Manage executive files, records, correspondence, and documentation while maintaining confidentiality and organization.
• Track and process invoices, reimbursements, expenses, and administrative documentation as assigned.
• Maintain organized electronic and physical filing systems for executive records and departmental documentation.

Administrative Coordination & Compliance Support

• Coordinate leadership meetings, retreats, workgroups, committee meetings, and special events.
• Schedule meetings, reserve meeting space, coordinate virtual meeting logistics, and prepare meeting materials.
• Attend meetings as requested and document key decisions, action items, and follow-up responsibilities.
• Distribute meeting notes and ensure timely communication of assignments and expectations.
• Monitor and follow up on assigned action items, deliverables, and deadlines to ensure accountability and completion.
• Assist with coordinating projects and initiatives by tracking timelines, assignments, and status updates.
• Manage the Azuga unsafe driving monitoring process, including reviewing driving alerts, tracking employee follow-up requirements, and coordinating communication with supervisors regarding required actions.
• Follow up with staff and supervisors regarding Azuga notifications, required coaching conversations, documentation completion, and resolution of unsafe driving concerns.

Relationship Management & Professional Development

• Develop and maintain professional relationships with agency leaders, staff, external partners, donors, funders, vendors, and community stakeholders.
• Respond to inquiries and requests in a timely, professional, and customer-service-oriented manner.
• Participate in agency meetings, trainings, professional development opportunities, and organizational events.
• Maintain knowledge of agency programs, services, priorities, and administrative best practices.
• Demonstrate ACH leadership competencies and support the agency's mission, vision, and values.

#ACH1

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

Requirements

Education: High School Diploma or equivalent required. Associate’s or Bachelor's Degree in Business Administration, Communications, Organizational Leadership, Education, Nonprofit Management, or a related field preferred.

Experience: Five years of progressively responsible administrative, executive support, project coordination, operations, or program support experience required. Experience supporting senior leaders and managing multiple projects simultaneously required. Experience in a nonprofit organization preferred.