Executive Assistant

Executive Assistant

Status: Full-time M–F, 8:00 AM–4:00 PM, with flexibility

Compensation: $40,000–$45,000 annually

Reports To: Executive Director

Location: Ballston Spa, NY

The Executive Assistant plays a key role in ensuring the effectiveness of the Executive Director and leadership team by supporting strategic focus, operational efficiency, and clear communication across the organization. Often serving as the first point of contact for staff and community members, this position helps maintain a professional and welcoming environment.

Beyond managing daily administrative functions, the Executive Assistant coordinates information flow, supports internal processes such as onboarding and payroll review, and provides structure for both routine operations and special initiatives. With strong organizational skills, discretion, and proactive problem solving, this trusted partner enhances operational stability and advances the mission of the agency.

Job Responsibilities

• Serve as the first point of contact for visitors, staff, and community members, managing front desk operations, incoming calls, mail distribution, and overall office organization
• Provide comprehensive administrative support to the Executive Director, including calendar management, document preparation, correspondence, and confidential record keeping
• Process rent payments, prepare bank deposits, issue in house checks in accordance with established procedures, and assist with payroll review for accuracy
• Support human resources functions, including onboarding coordination, personnel file maintenance, and compliance documentation
• Prepare, finalize, and distribute meeting minutes, track action items, and support board and leadership meeting coordination
• Assist with fundraising initiatives, donor communications, committee participation, and event planning and onsite support
• Demonstrate exceptional organization, efficiency, and attention to detail while managing multiple priorities in a fast-paced environment
• Maintain advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and related applications, with the ability to quickly learn and adapt to new technology and systems
• Uphold the highest standards of professionalism, discretion, reliability, and ethical responsibility
• Perform other duties as assigned by the Executive Director or supervisor

Qualifications:

· Minimum of an associate’s degree required; a bachelor’s degree in a related field may be considered in lieu of a portion of the required experience

· 3 to 5 years of progressively responsible administrative experience, preferably supporting executive level leadership

· Experience in a nonprofit or mission driven organization preferred

· Demonstrated ability to handle confidential information with discretion

VCHC is an equal opportunity employer.

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person