Executive Assistant

Overview:The Executive Assistant (EA) provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as a key liaison between leadership, staff, and external partners. This role ensures the smooth functioning of daily operations, supports organizational planning, and assists with staffing coordination in collaboration with the HR and Office Management teams. The Executive Assistant exercises discretion, professionalism, and excellent judgment while managing confidential information and supporting executive decision-making.

Executive Assistant – Key Responsibilities

1. Executive Support

• Manage the CEO’s calendar, schedule, and travel arrangements.
• Prepare meeting agendas, presentations, and reports for executive-level discussions.
• Coordinate board meetings, leadership retreats, and strategic planning sessions.
• Serve as the CEO’s primary point of contact for internal and external communications.

2. Staffing & HR Coordination

• Support the HR team with staffing needs including job postings, interview scheduling, onboarding coordination, and credential tracking.
• Assist with maintaining employee files, records, background checks, and compliance documentation.
• Help track staffing vacancies, recruitment pipelines, and monthly HR metrics.
• Participate in new hire orientation and ensure all onboarding tasks are completed.

3. Office Operations & Administrative Management

• Work collaboratively with the Office Manager to maintain efficient office workflows.
• Oversee administrative processes such as correspondence, scheduling, filing, and supply management.
• Assist with vendor communications, equipment tracking, and facilities coordination.
• Prepare internal memos, organizational announcements, and communication materials.

4. Reporting & Compliance

• Compile and maintain administrative and HR-related reports for internal leadership and accreditation compliance.
• Track and monitor deadlines for required organizational documents and licenses.
• Support policy implementation, internal audits, and accreditation-related tasks.

5. Project & Program Support

• Assist with special projects initiated by the CEO, HR, or senior leadership.
• Organize cross-departmental meetings and monitor project timelines.
• Conduct research, prepare summaries, and support decision-making initiatives.

Qualifications

• 3–5 years of executive assistance, administrative management, or HR support experience.
• Strong organizational, communication, and problem-solving skills.
• High level of professionalism, confidentiality, and discretion.
• Proficiency with Microsoft Office Suite, Google Workspace, and HR platforms.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.

Reporting Structure

• Reports Directly To: Chief Executive Officer (CEO)
• Works Closely With: HR Department, Office Manager, Leadership Team

Job Types: Full-time, Part-time

Pay: $20.00 per hour

Expected hours: 25 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: In person