executive support specialist

Black & Veatch

<p></p><div><p><b>Together, we own our company, our future, and our shared success.</b></p><br>
<p></p>
<p>
As an employee-owned company, our people <i>are</i> Black &amp; Veatch. We put them at the center of everything we do and empower them to grow, explore new possibilities and use their diverse talents and perspectives to solve humanity's biggest challenges in an ever-evolving world. With over 100 years of innovation in sustainable infrastructure and our expertise in engineering, procurement, consulting and construction, together we are building a world of difference.</p><br>
<p>
</p><p><b>Company : </b>Black &amp; Veatch Corporation
</p><p><b>Req Id : </b>113995</p>
<p><b>
Opportunity Type :</b> Staff</p>
<p><b>
Relocation eligible :</b> No</p>
<p><b>
Full time/Part time :</b> Full-Time
</p><p><b>Project Only Hire : </b>No</p>
<p><b>
Visa Sponsorship Available:</b> No</p><div><div><div><h2 class="jobSectionHeader"><b>
Why Black and Veatch
</b></h2></div><div><p>Black &amp; Veatch allows you to lend your talent and perspective to humanity&rsquo;s biggest challenges in a flexible environment where you are empowered to grow and explore new possibilities. We offer competitive compensation; 401K match and benefits that start day 1.<br>
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At Black &amp; Veatch, you own your career with purpose and meaning. You are empowered to grow and explore new possibilities at every step of your career journey. Bring your big ideas knowing you are safe to be who you are and speak up with concerns or questions and put your diverse talents and perspectives to use.</p></div></div><div><div><h2 class="jobSectionHeader"><b>
The Opportunity
</b></h2></div><div><p>The <b>Executive Administrative Support Specialist </b>provides high level executive and operational support to the Chief of Staff and the Office of the CEO. This stand alone role ensures the smooth execution of administrative, coordination, communication, and operational activities that support enterprise wide priorities. The position works in close partnership with the CEO Executive Administrative Assistant and serves as backup support when needed while maintaining independent ownership of COS aligned responsibilities.</p>
<p>
This role builds on the Executive Administrative Support Specialist structure with added emphasis on strategic coordination, proactive information flow, operational excellence, and executive readiness.</p></div></div><div><div><h2 class="jobSectionHeader"><b>
Key Responsibilities</b></h2>
</div><div><p><b>
Executive Support for the Chief of Staff</b></p>
<ul>
<li>Manage complex scheduling, prioritization of time, and proactive preparation for meetings, briefings, and executive commitments.</li>
<li>Draft correspondence, presentations, talking points, and leadership materials for COS and other business leadership use.</li>
<li>Coordinate communication flow, ensuring the COS is informed and prepared for enterprise level decision making</li>
<li>Maintain awareness of organizational dynamics, enterprise priorities, and operating rhythms to anticipate needs.</li></ul><br>
<p><br>
<b>Operational Support for the CEO Office</b></p>
<ul>
<li>Partner with the CEO Executive Administrative Assistant to ensure seamless coordination, coverage, and alignment within the CEO Office.</li>
<li>Provide backup executive support for the CEO during EA absences or peak workload periods.</li>
<li>Assist with scheduling, invitations, materials, and coordination for internal events sponsored or supported by the Chief of Staff, including leadership meetings, town halls, and culture building activities, in partnership with the Events Team.</li>
<li>Provide administrative support or assistance for run of show items, preparation materials, and communication alignment for COS connected internal events.</li>
</ul>
<p><b>Scheduling &amp; Event Coordination</b></p>
<ul>
<li>Coordinate meeting logistics, agendas, pre reads, and follow up actions for COS led or COS supported meetings.</li>
<li>Support coordination of interview panels, leadership sessions, and departmental events.</li>
<li>Anticipate conflicts and ensure leaders are fully prepared.</li>
<li>Assist with Enterprise Internal Events and programs when needed.</li>
</ul>
<p><b>Travel &amp; Expense Management</b></p>
<ul>
<li>Manage travel arrangements, itineraries, accommodations, and executive transportation needs.</li>
<li>Process expenses accurately and promptly.</li>
</ul>
<p><b>Executive Communications &amp; Information Flow</b></p>
<ul>
<li>Facilitate communication between the CEO Office, Operations, HR, Communications, and Business Leadership.</li>
<li>Maintain strict confidentiality in handling sensitive and executive level information.</li>
<li>Ensure the COS receives accurate, timely, decision ready information.</li>
<li>Demonstrated organizational awareness and interpersonal savvy, including the ability to recognize context, navigate complex stakeholder environments, and adjust communications accordingly.</li></ul><br>
<p><br>
<b>Cross Team Administrative Support</b></p>
<ul>
<li>Provide continuity of administrative support during leadership absences or surges in workload.</li>
<li>Work and collaborate with Administrative teams when needed for onboarding, best practices and procedures and organization wide administrative coverage.</li>
</ul></div></div><div><div><h2 class="jobSectionHeader"><b>Management Responsibilities</b></h2>
</div><div><div>Acts in capacity of a &quot;lead person.&quot; Does not have management responsibility for the people to whom they provide work direction.</div></div></div><div><div><h2 class="jobSectionHeader"><b>
Minimum Qualifications</b></h2>
</div><div><ul><li>Advanced spreadsheet and word processing skills needed</li>
<li>All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.</li>
</ul></div></div><div><div><h2 class="jobSectionHeader"><b>Preferred Qualifications</b></h2>
</div><div><p><b>
Education</b></p>
<ul>
<li>Bachelor&rsquo;s degree in Business Administration, HR, Communications, or related field preferred.</li>
</ul>
<p><b>Technical Skills</b></p>
<ul>
<li>Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams) including experience creating slide decks and documents for executive presentations.<br>
Experience with Concur and enterprise timekeeping systems (ETS).</li>
</ul>
<p><b>Professional Skills</b></p>
<ul>
<li>3&ndash;5+ years of executive administrative support experience, ideally with C suite or senior leadership exposure OR similar equivalent experience.</li>
<li>Strong organizational skills with the ability to manage competing priorities in a fast paced environment.</li>
<li>Excellent written and verbal communication skills with executive presence.</li>
<li>High level of confidentiality, professionalism, and sound judgment.</li>
<li>Strong attention to detail, accuracy, and proactive problem solving.</li>
<li>Ability to navigate ambiguity, adapt quickly, and operate with agility.</li>
<li>Willingness to contribute and collaborate on projects, tasks, or initiatives for the broader team and organization.</li>
</ul></div></div><div><div><h2 class="jobSectionHeader"><b>Work Environment/Physical Demands</b></h2>
</div><div><ul><li>Typical office environment</li>
<li>Hybrid or flexible work options may be offered after the first 90 days of employment based upon manager discretion, job performance and work assignments.</li>
</ul></div></div><div><div><h2 class="jobSectionHeader"><b>Salary Plan</b></h2>
</div><div><div>ADO: Administrative Services</div></div></div><div><div><h2 class="jobSectionHeader"><b>
Job Grade</b></h2>
</div><div><div>015</div></div></div></div><p>
Black &amp; Veatch endeavors to make www.bv.com/careers accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process because of a disability, please contact the Employee Relations Department at +1-913-359-1622 or via our accommodations request form. This contact information is for disability accommodation requests only; you may not use this contact information to inquire about the status of applications. General inquiries about the status of applications will not be returned.</p><br>
<p></p>
<p>
Black &amp; Veatch is committed to being an employer of choice by creating a valuable work experience that keeps our people engaged, productive, safe and healthy.</p><br>
<p></p>
<p>
Our comprehensive benefits portfolio is a key component of this commitment and offers an array of health care benefits including but not limited to medical, dental and vision insurances along with disability and a robust wellness program.</p><br>
<p></p>
<p>
To support a healthy work-life balance, we offer flexible work schedules, paid vacation and holiday time, sick time, and dependent sick time.</p><br>
<p></p>
<p>
A variety of additional benefits are available to our professionals, including a company-matched 401k plan, adoption reimbursement, tuition reimbursement, vendor discounts, an employment referral program, AD&amp;D insurance, pre-taxed accounts, voluntary legal plan and the B&amp;V Credit Union. Professionals may also be eligible for a performance-based bonus program.</p><br>
<p></p>
<p>
We are proud to be a 100 percent ESOP-owned company. As employee-owners, our professionals are empowered to drive not only their personal growth, but the company's long-term achievements - and they share in the financial rewards of the success through stock ownership.</p><br>
<p></p>
<p>
By valuing diverse voices and perspectives, we cultivate an authentically inclusive environment for professionals and are able to provide innovative and effective solutions for clients.</p><br>
<p></p>
<p>
BVH, Inc., its subsidiaries and its affiliated companies, complies with all Equal Employment Opportunity (EEO) laws and regulations. Black &amp; Veatch does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status or other status protected by law.</p><br>
<p></p>
<p><b>
Notice to External Search Firms</b>: Black &amp; Veatch does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Black &amp; Veatch Talent Acquisition engages with search firms directly for hiring needs.</p></div>

Executive Support Specialist- Chief of Staff

DCEC Consulting LLC

<p><b>Overview</b><br/>We are seeking a dynamic and highly organized Executive Administrative Support Specialist to join our team. This vital role offers an exciting opportunity to provide comprehensive administrative assistance, streamline office operations, and support executive leadership with professionalism and enthusiasm. The ideal candidate will possess exceptional organizational skills, strong computer literacy, and a proactive attitude to ensure the smooth functioning of daily activities. If you thrive in a fast-paced environment and are passionate about delivering outstanding customer service, this position is perfect for you!</p><p><b>Responsibilities</b></p><ul><li>Manage complex calendars, schedule appointments, and coordinate meetings for executive staff with precision and efficiency</li><li>Handle multi-line phone systems, screen calls, and direct inquiries with excellent phone etiquette and professionalism</li><li>Perform data entry, filing, and document proofreading to maintain accurate records and ensure clarity in all communications</li><li>Support office management tasks including supply ordering, inventory tracking, and maintaining a clean and organized workspace</li><li>Provide front desk coverage by greeting visitors, managing visitor logs, and ensuring a welcoming environment</li><li>Assist with bookkeeping tasks using QuickBooks or similar software to support financial recordkeeping and expense tracking</li><li>Facilitate communication across departments by preparing reports, correspondence, and presentations using Microsoft Office and Google Workspace tools</li></ul><p><b>Qualifications</b></p><ul><li>Proven experience in office management or administrative support roles with a strong background in clerical duties</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Docs, Sheets), and basic computer skills</li><li>Experience working with multi-line phone systems and providing excellent customer service in person or over the phone</li><li>Bilingual abilities are highly desirable to effectively communicate with diverse clients and team members</li><li>Strong organizational skills with the ability to prioritize tasks efficiently and manage time effectively</li><li>Familiarity with QuickBooks or bookkeeping software is a plus</li><li>Previous experience as a front desk receptionist, medical or dental receptionist, or personal assistant is advantageous</li><li>Excellent typing speed, proofreading skills, and attention to detail to ensure accuracy in all tasks</li></ul><p>Join us as an Executive Administrative Support Specialist where your energy, organization, and dedication will make a meaningful impact every day! We value proactive individuals who excel at multitasking and thrive on delivering exceptional support within a collaborative environment.</p><p>Job Types: Full-time, Contract</p><p>Pay: $30.00 - $45.00 per hour</p><p>Expected hours: 8 per week</p><p>Benefits:</p><ul><li>401(k)</li><li>Health insurance</li><li>Paid time off</li></ul><p>Work Location: In person</p>

Executive Administrative support Specialist

Oregon Department of Corrections

<div><div><b>Initial Posting Date:</b></div>
03/31/2026<div></div><div><b>
Application Deadline:</b></div>
04/14/2026<div></div><div><b>
Agency:</b></div>
Department of Corrections<div></div><div><b>
Salary Range:</b></div>
$4,566 - $5,975<div></div><div><b>
Position Type:</b></div>
Employee<div></div><div><b>
Position Title:</b></div>
Management Assistant, Executive Support Specialist 1 (Tillamook) Job Rotation or Developmental Opportunity for ODOC and OCE employees only<div></div><div><b>
Job Description:</b></div><div><b>
Management Assistant, Executive Support Specialist 1 (Tillamook) Job Rotation or Developmental Opportunity for ODOC and OCE employees only</b></div><div><b>
South Fork Forest Camp &ndash; </b><div><b>Tillamook, Oregon</b></div></div><div><div><b>
Oregon Department of Corrections</b></div></div><div></div><div>
South Fork Forest Camp is seeking highly organized and motivated applicants interested in a job rotation or developmental opportunity as an Executive Support Specialist 1 (ESS1). This role offers the chance to work closely with the Camp Commander and leadership team while building administrative skills.</div><div></div><div><b>
This position is a job rotation anticipated to last 6 months, though may be extended or decreased due to business need. This rotation available for current regular status employees of the Oregon Department of Corrections or Oregon Corrections Enterprises with their current manager's approval. Applications without manager approval will be declined.</b></div><div></div><div><b>
Candidates who do not meet the minimum qualifications for this classification may be considered as a developmental. Developmental candidates are not eligible for Work-Out-of-Class Differential. Preference may be given to those who meet the minimum qualifications for the classification.</b></div><div></div><div><b>
About the Job &ndash; Your Role</b></div><div>
The ESS1 serves as the primary administrative support to the SFFC Camp Commander and provides critical operational continuity for the camp. In this role, you will work with ODOC, ODF, and various internal and external stakeholders while ensuring smooth daily operations for the Camp Commander&rsquo;s office.</div><div></div><div>
You will independently manage office functions, schedules, correspondence, travel, records, and purchasing while maintain strict confidentiality. This position coordinates facility supplies, IDs, uniforms, security equipment, phone systems, and forms compliance. Additional duties include supporting personnel processes, assisting with recruitment activities, maintaining administrative records, processing AIC grievances, and providing backup coverage for mailroom functions.</div><div></div><div>
This role also serves as the ISDS coordinator, preparing and updating staffing rosters, processing leave and time entries, and ensuring accurate scheduling and payroll data for the facility.</div><div></div><div>
This position is represented by Association of Oregon Corrections Employees, (AOCE). This position may be eligible for Police &amp; Fire (P&amp;F) benefits through Public Employees Retirement System (PERS), as defined by statute.</div><div></div><div><b>
Minimum Qualifications</b></div><ul><li>
Three years of clerical/secretarial experience which included: One year at a full performance level performing typing, word processing, or other generating of documents; AND lead work responsibility or coordination of office procedures.</li><li>
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.</li></ul><div></div><div><b>
No substitution will be made for the one year at the full performance level.</b></div><div></div><div><b>
Requested Skills</b></div><ul><li>
Experience managing administrative tasks, scheduling, and confidential records.</li><li>
Experience performing purchasing and budget functions, including AFAMIS order entry and invoice processing.</li><li>
Experience supporting recruitment, onboarding processes, and maintaining personnel files.</li><li>
Experience interpreting and applying DOC policies, administrative rules, and forms requirements.</li><li>
Experience maintaining staffing rosters and processing leave and time data in ISDS and Workday.</li><li>
Ability to communicate with staff, visitors, and partner agencies to exchange information and resolve issues.</li><li>
Experience processing and tracking grievances and reports.</li></ul><div></div><div><b>
Preferred Skills</b></div><ul><li>
LEDS Certified</li></ul><div></div><div><b>
Application Information</b></div><ul><li>
In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. <b><i>Applicants must meet the minimum qualifications on or before the job posting close date.</i></b><i>
</i></li><li>The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans&rsquo; preference immediately following your submittal. These questions are necessary to complete the application process.</li><li>
Please monitor both your email and Workday account for updates regarding this recruitment.</li><li>
As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates&rsquo; qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.</li><li>
Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.</li></ul><div></div><div><b>
Working Conditions</b></div><div>
This position works inside an adult correctional institution and may encounter angry, hostile or abusive adults in custody which could result in personal injury, death or becoming a hostage. Inherent custodial duties include the responsibility for handling inmate incidents in the immediate work area. The employee is responsible to prevent escapes from confinement or other security risks by proper control of keys, tools, equipment and contraband and to document occurring unusual incidents.</div><div></div><div>
This position is subject to call back to the prison in the event of an emergency or work stoppage and is subject to assignment in any position in the institution.</div><div></div><div>
All employees are required to use e-mail and related work systems in the regular performance of their duties. Office environment requires professionalism, confidentiality, tact and sensitivity. Some in-state travel away from the office may be required. Travel by state vehicle (employee may be required to provide own transportation in performance of duties which is compensated within state rates) to attend meetings.</div><div></div><div><b>
About the Department</b></div><div>
The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives.</div><div></div><div>
The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation.</div><div></div><div>
The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.</div><div></div><div><b>
Benefits</b></div><div>
The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect <i>an</i><i> additional 6.95%.</i></div><div>
The State of Oregon provides a generous benefit package, which includes:</div><ul><li><div>
Family health, vision, and dental insurance</div></li><li>
Vacation, sick leave, and 11 paid holidays</li><li>
21 days paid military leave for national guard and reserve components</li><li>
Optional short and long-term disability</li><li>
Term life insurance</li><li><div>
Fully paid retirement program</div></li><li><div>
Oregon Saving Growth Plan</div></li><li>
Flexible spending accounts for health and childcare</li><li><div><i>
And more</i></div></li></ul><div></div><div><b>
About the Process &ndash; What to Expect</b></div><ul><li>
After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.</li><li>
Top candidates will be referred to the hiring manager.</li><li>
The hiring manager will review your application and schedule interviews.</li><li>
Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.</li><li>
Final candidates will have a background check, <div>PREA check</div>, and reference checks.</li><li>
A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. <div>Learn more about Equal Pay.</div></li><li>
A job offer will be extended through Workday to the successful candidate. <i>Congratulations, and welcome to the team!</i></li></ul><div></div><div><b>
Requirements for Employment</b></div><div>
The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.</div><div></div><div>
Equity, Diversity, Inclusion, and Belonging (EDI&amp;B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services.</div><div></div><div>
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from <div>The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights</div>.</div><div></div><div>
The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. <div>Learn more about PREA.</div></div><div></div><div>
Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit <div>Veterans Resources.</div> Please note &ndash; if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.</div><div></div><div>
The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.</div><div></div><div><b>
Questions</b></div><div>
If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.</div><div><b>
Recruiter:</b> Cynthia Rodriguez, Cynthia.Rodriguez@doc.oregon.gov</div><div><b>
Reference Number:</b></div><ul><li><i>
Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.</i></li><li><i>
Workday performs weekly maintenance Friday evenings, and the system may be down for several hours.
</i></li><li><i>ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.</i></li><li><i>
This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
</i></li><li><i>This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.</i></li></ul></div>

Management Assistant, Executive Support Specialist 1 (Tillamook) Job Rotation or Developmental Opportunity for ODOC and OCE employees only

Cuddy Financial Services

<p><b>Executive Personal Assistant</b></p><p><b>Cuddy Financial Services</b><br/>Auburn, NY | Full-Time | Non‑Exempt (35 hours/week)</p><p><b>About Cuddy Financial Services</b></p><p>Cuddy Financial Services is a boutique financial planning and tax firm serving over 700 affluent households with more than $300 million in assets under management. Founded in 1992, we combine deep experience with a modern operating mindset.</p><p>We believe the <b>best executive support roles are force multipliers</b>&mdash;where judgment, anticipation, systems thinking, and technology come together to create leverage. We actively use modern tools (including AI and automation), but we value <b>clarity, trust, and follow‑through</b> above everything else.</p><p><b>The Role: Executive Personal Assistant (Next‑Gen EA)</b></p><p>This role is designed for a <b>next‑generation Executive Personal Assistant</b>&mdash;someone who is operationally excellent, technologically fluent, and capable of supporting a business owner at a high level.</p><p>You will act as a <b>trusted extension of the Firm Owner</b>, managing priorities, communication flow, administrative complexity, and day‑to‑day execution. Your success will be measured not by activity, but by <b>clarity, reliability, and leverage created</b>.</p><p>This is not a junior admin role&mdash;and not an AI‑specialist role. It is a <b>judgment‑driven executive support position</b>, enhanced by modern tools.</p><p><b>What Success Looks Like (First 6&ndash;12 Months)</b></p><ul><li>The Firm Owner&rsquo;s calendar, inbox, and administrative workload feel <b>calm, organized, and under control</b></li><li>Important items don&rsquo;t fall through the cracks&mdash;even when priorities shift</li><li>Communication is professional, timely, and appropriately filtered</li><li>Systems are organized, documented, and improving over time</li><li>Repetitive work is reduced through better processes and smart tool usage</li><li>The Firm Owner trusts you to handle sensitive matters independently</li></ul><p><b>Core Responsibilities (What You&rsquo;ll Actually Do)</b></p><p><b>Executive &amp; Personal Support</b></p><ul><li>Manage calendars, scheduling, confirmations, and time‑blocking</li><li>Anticipate needs, deadlines, and follow‑ups before being asked</li><li>Assist with personal and business tasks as delegated</li><li>Handle confidential information with discretion and sound judgment</li></ul><p><b>Inbox, Communication &amp; Information Flow</b></p><ul><li>Manage and triage the Firm Owner&rsquo;s email inbox</li><li>Draft, respond to, file, and link emails appropriately</li><li>Ensure important messages are surfaced and noise is filtered</li><li>Prepare professional correspondence and internal communications</li></ul><p><b>Administrative &amp; Financial Operations</b></p><ul><li>Manage company bills, vendor payments, subscriptions, and accounts payable</li><li>Track expenses, receipts, and supporting documentation</li><li>Prepare summaries (credit cards, subscriptions, vendors, etc.)</li><li>Maintain clean digital and physical filing systems</li></ul><p><b>Client &amp; Firm Support</b></p><ul><li>Assist with client coordination and document delivery</li><li>Download, organize, and file client investment and tax records</li><li>Maintain internal spreadsheets, lists, and reference materials</li><li>Serve as backup to reception and assist with errands as needed</li></ul><p><b>Technology &amp; AI Expectations (How We Think About It)</b></p><p>You are not expected to be an &ldquo;AI expert.&rdquo; You <b>are</b> expected to be:</p><ul><li>Comfortable learning new tools quickly</li><li>Willing to use AI to draft, summarize, organize, and streamline work</li><li>Curious about better ways to do repetitive or manual tasks</li><li>Thoughtful about when technology helps&mdash;and when judgment matters more</li></ul><p>AI is a <b>productivity amplifier</b>, not a replacement for accountability or discretion.</p><p><b>Required Qualifications</b></p><ul><li>High school diploma (Associate degree preferred)</li><li>1+ year of administrative or executive support experience</li><li>Strong Microsoft Office / Microsoft 365 proficiency</li><li>Excellent written and verbal communication skills</li><li>High attention to detail and follow‑through</li><li>Ability to manage multiple priorities calmly and accurately</li><li>Professional presence and strong interpersonal skills</li><li>Absolute discretion with sensitive information</li><li>Comfort using AI tools for productivity</li></ul><p><b>Preferred (Not Required)</b></p><ul><li>Experience supporting a business owner or senior executive</li><li>Familiarity with CRM systems, document management, or automation tools</li><li>Experience in a professional services environment</li></ul><p><b>Compensation &amp; Benefits</b></p><ul><li><b>Pay:</b> $21&ndash;$25/hour (based on experience)</li><li><b>Hours:</b> 35 hours/week, Monday&ndash;Friday</li><li><b>Benefits:</b> Medical, Dental, Vision, Life Insurance (after 90 days)</li><li><b>Retirement:</b> 401(k) with company match (after 1 year)</li><li><b>Environment:</b> Professional, stable, modern firm with long‑term growth mindset</li></ul><p><b>Equal Opportunity Employer</b></p><p>Cuddy Financial Services is an equal opportunity employer and participates in E‑Verify.</p><p>Pay: $21.00 - $25.00 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee discount</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Executive Personal Assistant

Scion Staffing

<div>
 Scion Nonprofit Staffing has been engaged to conduct a search for
 <strong>
  Executive Assistant
 </strong>
 for a nonprofit client. This role is onsite in Midtown Manhattan, New York, NY, with a schedule of Monday&ndash;Friday, approximately 9:00 AM&ndash;5:00 PM, and expected flexibility as needed.
 <br/>
 <br/>
 <strong>
  Position Overview
  <br/>
  <br/>
 </strong>
 This role provides high-level executive support to the President of a mission-driven nonprofit organization. The
 <strong>
  Executive Assistant
 </strong>
 will manage complex scheduling, board communications, correspondence, and day-to-day operational priorities within a small office environment. This position requires exceptional professionalism, discretion, and the ability to function as a trusted partner in both administrative and board-facing capacities. The ideal candidate is tech-savvy, proactive, and comfortable supporting executive leadership in a hands-on setting.
 <br/>
 <br/>
 <strong>
  Perks
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Competitive hourly compensation with Temp-to-Hire pathway and potential for direct hire conversion
  </li>
  <li>
   Comprehensive benefits available after 30 days
  </li>
  <li>
   Stable weekday schedule with meaningful work supporting mission-driven leadership
  </li>
  <li>
   Opportunity to work closely with the President and contribute directly to organizational impact
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Responsibilities
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Provide high-level executive support to the President, including calendar management, scheduling, and correspondence
  </li>
  <li>
   Prepare and manage board communications and meeting materials
  </li>
  <li>
   Coordinate meetings using Microsoft Teams and Zoom, including virtual and in-person logistics
  </li>
  <li>
   Support office operations, including supplies, facilities coordination, and vendor interface
  </li>
  <li>
   Troubleshoot basic conference room and technology needs
  </li>
  <li>
   Maintain organization-wide confidentiality and professional communication standards
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Qualifications
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Experience supporting senior executives in an Executive Assistant capacity
  </li>
  <li>
   Experience in nonprofit, philanthropy, or mission-driven environments preferred
  </li>
  <li>
   Strong proficiency in Microsoft Office Suite and virtual meeting platforms (Teams and Zoom)
  </li>
  <li>
   Demonstrated ability to manage office operations and administrative logistics
  </li>
  <li>
   Poised, professional demeanor with a collaborative and service-oriented approach
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Compensation And Benefits
  <br/>
  <br/>
 </strong>
 Compensation is based on salary alignment between $37-$38/hr.
 <br/>
 <br/>
 <strong>
  HOW TO APPLY:
 </strong>
 For immediate consideration, please submit your resume here!
 <br/>
 <br/>
 Scion Nonprofit Staffing is an award-winning national nonprofit recruitment and staffing specialist for nonprofit organizations, foundations, associations, and educational institutions! Since 2006, we have had the pleasure of successfully placing thousands of talented professionals supporting incredible missions and programs. Through our innovative team building and recruiting solutions, we bridge the gap in executive leadership searches, direct hire nonprofit recruiting, interim leadership placement, and temporary professional staffing.
 <br/>
 <br/>
 We are proud to be part of the Forbes lists of the Best Recruitment Firms and the Best Executive Search Firms in America. Additionally, Scion has been recognized as a ClearlyRated Best of Staffing firm as well as a top recruitment firm by The Business Times. Additional information about our firm and our practices can be found online. Scion Nonprofit Staffing is an equal opportunity employer and service provider and does not discriminate based on race, religion, gender, gender identity, national origin, citizenship status, sexual orientation, disability, political affiliation, or any other protected class. We are committed to the principles of Equal Opportunity Employment and are dedicated to making employment decisions based on merit and value, for ourselves, our client companies, and the candidates we represent.
 <br/>
 <br/>
 For opportunities located in a region that has enacted fair chance, arrest, or conviction based employment ordinances, Scion Nonprofit Staffing proactively follows the enacted guidance and considers for employment all qualified applications with arrest and conviction records. We engage in socially conscious business practices and believe that diverse, equitable, inclusive, and non-biased talent and recruitment processes are foundational to the success of Scion as well as every client organization with whom we partner.
</div>


Executive Assistant

Community Care (WI)

Operations Support Specialist, Full-Time, Day Shift
<br>Community Care is hiring a Operations Support Specialist to be a part of our dedicated team providing care and service. The Operations Support Specialist position is a full-time opportunity with weekday hours offering work-life balance, and is perfect for someone who enjoys team collaboration and being part of a mission driven organization. The position is based at our Bishops Woods office - 205 Bishops Way, Brookfield, WI 53005 with a flexible, hybrid work schedule.
<br><br>
<b>Operations Support Specialist Responsibilities:</b><br>
<ul>
<li>Provides support for Operational Directors (Regional Directors and Director of Care Management), and their department leaders.</li>
<li>Maintains calendars for leaders; schedules meetings and appointments as requested.</li>
<li>Coordinates activities for meetings including reserving meeting space, coordinating food service, preparing meeting notices, agendas, coordinating mailings, taking minutes and preparing documentation for meetings.</li>
<li>Independently coordinates and completes complex projects, mailings, special events as needed</li>
<li>Promotes regular written updates from providers regarding vacancies, services, etc. through ongoing consistent communication with them to ensure vacancy lists and provider database (PES) are up to date. Services as local PES expert and care team consultant related to residential facility searches.</li>
<li>Formats policies utilized in operations for the agency. Ensures uploads to Policy Maintenance System (MCN) are accurate and up to date (version control). Maintains a master roster of operational policies, review dates, approvals, and subject matter experts.</li>
<li>Provides support to operational leaders for Incident follow up and DHS Notices.</li>
<li>With process owners and stakeholders, participates in the development of reports for internal and external recipients.</li>
<li>Data conceptualization and presentation to various teams through effective use of graphs, reports, dashboards, and other methods.</li>
<li>Organizes and formats articles for, and publishes weekly Care Management Newsletter.</li>
</ul>
<b>Operations Support Specialist Job Requirements:</b><br>
<ul>
<li>Education: Required - High school diploma</li>
</ul>
Preferred - Bachelor’s degree in Business Management, Information Systems, Nursing, Social Work, Psychology, Human Services or a closely related field
<br><ul>
<li>Licensure: WI Drivers License required</li>
<li>Experience: Required - 3 years of experience working as an adjunct or support member of an interdisciplinary team (IDT) providing services for elderly and adults with physical or intellectual disabilities. Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook</li>
</ul>
Preferred - One year IDT experience in the Family Care, Family Care Partnership or Program of All-Inclusive Care for the Elderly program, OR experience working in an executive environment, OR experience in data management, including analysis and report writing
<br><br>
<b>Operations Support Specialist Job Schedule:</b><br>
<ul>
<li>8:00AM - 4:30PM, 40 hours per week</li>
<li>Monday - Friday</li>
<li>Hybrid work</li>
</ul>
About Community Care
<br>Community Care is a local nonprofit with more than 40 years of experience helping older adults and adults with disabilities live as independently as possible within the community. We coordinate and deliver a full range of supportive services that help more than 13,000 Wisconsin residents live safely, confidently, and with dignity. We are Wisconsin-based with local offices supporting each of the 23 counties we serve. Our dedicated team works with members to develop care plans to meet their health and social needs Together with our community partners, we’re committed to providing compassionate, personalized care that empowers members to live a healthy and independent lifestyle.
<br><br>
<b>Compensation and Benefits:</b><br>
Our employees make a real difference in people’s lives every day, that is why we are proud to offer a compensation package that includes:
<br><ul>
<li>Generous, paid time off</li>
<li>Competitive pay and benefits (health, dental, vision, etc.)</li>
<li>Flexible benefits plan</li>
<li>Employee referral program</li>
<li>Coworkers care program</li>
<li>Retirement plan with employer contribution</li>
<li>Employee Assistance Program</li>
</ul>
Community Care is an Equal Opportunity Employer

Operations Support Specialist

TekSynap

<div>Responsibilities &amp; Qualifications:
<div>
We are seeking an Administrative Support Specialist to join our Defense Logistics Agency team.</div><p></p><p><b><br>
REQUIRED QUALIFICATIONS</b></p><br>
<p></p><ul><li>
5+ years of relevant experience in administrative support, technical documentation, or graphics development.</li><li>
Experience developing, editing, and managing technical documentation, reports, and executive presentations.</li><li>
Experience coordinating logistics for high-visibility events, seminars, conferences, and program meetings.</li><li>
Experience supporting executive-level meetings, including agenda development, briefing preparation, and action tracking.</li><li>
Experience integrating graphics and visual elements into technical and programmatic deliverables.</li><li>
Experience performing financial and administrative support functions related to project documentation and reporting.</li><li>
Experience maintaining document repositories and managing records using tools such as SharePoint.</li><li>
Experience applying organizational change management principles in support of program initiatives.</li><li>
Experience creating and delivering programmatic briefings and executive communications.</li><li>
Experience managing multiple tasks and priorities in fast-paced environments with minimal supervision.</li></ul><p><b>
Skills</b></p><ul><li>
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.</li><li>
Strong analytical, written, and verbal communication skills.</li><li>
Advanced editing and proofreading skills with attention to detail and accuracy.</li><li>
Strong visual communication and graphic design skills to convey complex concepts effectively.</li><li>
Ability to synthesize complex information into clear, concise documentation and presentations.</li><li>
Strong organizational and time management skills with the ability to multitask and prioritize effectively.</li><li>
Ability to build relationships and coordinate effectively across diverse teams and stakeholders.</li><li>
Creative, strategic thinking with strong problem-solving capabilities.</li><li>
Ability to act as a change agent and support organizational transformation efforts.</li></ul><p><b>
Clearance</b></p><ul><li>
Secret IT-II Non-Critical security clearance, Tier 3 investigation.</li></ul><p><b>
RESPONSIBILITIES</b></p><ul><li>
Compile, draft, and edit reports, letters, memoranda, proposals, manuals, and cost estimates from rough drafts or source materials.</li><li>
Integrate text and graphics to produce cohesive, professional presentations and deliverables.</li><li>
Utilize Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint to develop reports, spreadsheets, briefings, and graphical enhancements.</li><li>
Review and edit materials for typographical accuracy, grammar, spelling, punctuation, composition, and formatting prior to leadership approval.</li><li>
Prepare special reports, summaries, and responses to inquiries by analyzing and synthesizing data from multiple sources.</li><li>
Develop and integrate graphics using automated tools to enhance technical and executive-level documentation.</li><li>
Coordinate logistics and provide administrative support for high-visibility seminars, conferences, and program meetings.</li><li>
Organize and support executive meetings, including agenda development, briefing preparation, and facilitation of working sessions.</li><li>
Track action items, monitor progress, and provide regular status updates to leadership.</li><li>
Draft executive-level communications, including meeting summaries capturing key discussion points, decisions, and action items (&ldquo;who, what, when&rdquo;).</li><li>
Establish and maintain strong working relationships to enable efficient communication and coordination across stakeholders.</li><li>
Provide editorial support and quality assurance for functional descriptions, manuals, reports, and customer deliverables, ensuring clarity, consistency, and technical accuracy.</li><li>
Support financial and administrative functions related to project documentation, tracking, and reporting.</li><li>
Maintain and manage internal documentation repositories, ensuring materials are current, organized, and accessible.</li><li>
Assist in the preparation and maintenance of systems, programming, operations documentation, procedures, and methodologies.</li><li>
Assemble technical documentation and conduct detailed analysis to identify key findings and provide actionable recommendations.</li><li>
Apply organizational change management principles to support program initiatives and transitions.</li><li>
Develop and refine programmatic briefings and ghostwritten communications for senior leadership consumption.</li><li>
Manage multiple priorities simultaneously, deconflicting schedules and ensuring timely completion of assigned tasks.</li></ul><br>
<div></div>
Overview:
<p><b>
WORK ENVIRONMENT AND PHYSICAL DEMANDS</b></p><p>
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
</p><ul><li>Locations: National Capitol Region</li><li>
Type of environment: National Capitol Region</li><li>
Noise level: Medium</li><li>
Work schedule: Schedule is day shift Monday &ndash; Friday. May be requested to work evenings and weekends to meet program and contract needs.</li><li>
Amount of Travel: Less than 10%</li></ul><p><b>
WORK AUTHORIZATION/SECURITY CLEARANCE</b></p><p>
U.S. Citizen</p><div>
Secret IT-II Non-Critical security clearance, Tier 3 investigation.</div><div></div><p><b><br>
PHYSICAL DEMANDS</b></p><p>
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to handle, feel, touch; reach with hands and arms; talk and hear. The employee is regularly required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee is regularly required to lift up to 10 pounds. The employee is frequently required to lift up to 25 pounds; and up to 50 pounds. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.</p><p><b>
OTHER INFORMATION</b></p><p>
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice</p>
Additional Job Information:
<p>
TekSynap is a fast growing high-tech company that understands both the pace of technology today and the need to have a comprehensive well planned information management environment. <b>&ldquo;Technology moving at the speed of thought&rdquo;</b> embodies these principles &ndash; the need to nimbly utilize the best that information technology offers to meet the business needs of our Federal Government customers. Apply now to explore jobs with us at www.TekSynap.com.</p><p>
We offer our full-time employees a competitive <b>benefits</b> package to include health, dental, vision, 401K, life insurance, short-term and long-term disability plans, vacation time and holidays.</p><p>
TekSynap is a <b>drug-free</b> workplace. We reserve the right to conduct drug testing in accordance with federal, state, and local laws. All employees and candidates may be subject to drug screening if deemed necessary to ensure a safe and compliant working environment.</p><p>
By applying to a role at TekSynap you are providing consent to receive <b>text messages</b> regarding your interview and employment status. If at any time you would like to opt out of text messaging, respond &quot;STOP&quot;. As part of the application process, you agree that TekSynap Corporation may retain and use your name, <b>e-mail, and contact information</b> for purposes related to employment consideration.</p><p><b>
EQUAL EMPLOYMENT OPPORTUNITY</b></p><p>
In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications, and abilities. TekSynap does not discriminate against any person because of race, color, creed, religion, sex, sexual orientation, gender identity, protected veteran status, national origin, disability, age, genetic information or any other characteristic protected by law (referred to as &ldquo;protected status&rdquo;). This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits, and termination of employment. TekSynap is committed to ensuring that our online application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need a reasonable accommodation in order to search for a job opening or to submit an application, please contact hr@teksynap.com for assistance.</p></div>

Administrative Support and Graphics Specialist w/Secret Clearance

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