Provides primary administrative support to the CEO/President and Executive Leadership Team. Responsibilities include managing calendars, coordinating meetings, tracking deadlines and action items, preparing correspondence and presentations, arranging travel, and supporting strategic initiatives. The role also administers BoardEffect, coordinates Board and committee meetings, maintains governance records, supports trustee onboarding, and manages compliance documentation. Requires discretion, professionalism, strong organization, communication skills, and the ability to manage competing priorities.
At St. Vincent Family Services, it's our job to help families build bright futures. Make it your job, too!
We offer competitive compensation based on education, experience, licensure, and internal equity, along with comprehensive benefits, 401(k) matching, and a generous PTO package.
These are just a few of the many reasons to join our team.
SUMMARY
This position reports to the CEO/President.
The Executive Administrative Assistant serves as the primary administrative support to the CEO/President and the Executive team. This position is responsible for managing dynamic executive calendars, coordinating meetings and organizational priorities, supporting Board of Trustees governance activities, and ensuring the efficient flow of communication and information across the agency.
Demonstrates commitment to St. Vincent’s mission, values, and trauma-informed approach by maintaining a welcoming, respectful, and professional environment for staff, Board members, families, community partners, and other stakeholders.
Serving as the primary administrator for BoardEffect (board compliance system), this role coordinates Board meetings, committee meetings, compliance requirements, trustee onboarding, and governance documentation.
The Executive Admin exercises a high degree of professionalism, confidentiality, sound judgment, and initiative while supporting executive operations, strategic initiatives, and organizational priorities.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Serve as the primary administrative support to the CEO/President, with secondary support to the Executive Leadership Team; escalate conflicts in competing executive demands to the CEO for prioritization.
- Screen and triage incoming requests, calls, and communications, exercising sound judgment regarding urgency and routing.
- Maintain a tracking system for executive commitments, deadlines, and action items through completion.
- Support special projects and strategic initiatives, including annual planning cycles and organizational goal tracking.
- Collaborate with departments across the agency to coordinate executive priorities.
- Prepare meeting agendas, materials, minutes, and follow-up action items as assigned.
- Create power point presentations at the direction of executive team members
- Assist executives with presentations, reports, correspondence, and administrative needs while maintaining priority support for the CEO.
- Prepare correspondence, presentations, reports, agendas, and briefing materials.
- Anticipate scheduling conflicts and proactively resolve competing priorities.
- Screen requests and communications while exercising sound judgment regarding urgency.
- Assist CEO and executive team with special projects and strategic initiatives.
EXECUTIVE TEAM SUPPORT
- Coordinate calendars and scheduling needs for members of the Executive Leadership Team.
- Schedule Executive Team meetings, leadership meetings, and organizational planning sessions.
- Monitor executive deadlines and follow up on action items.
- Support agency accreditation, audits, or governance requests related to the Executive Office.
- Coordinate travel arrangements, conference registrations, itineraries, expense reporting, and reimbursements.
- Serve as a liaison between the Executive Team, Board of Trustees, community partners, and internal stakeholders.
BOARD GOVERNANCE & SUPPORT
- Serve as the primary administrator for BoardEffect (Board compliance platform).
- Maintain BoardEffect records, trustee information, committee memberships, and governance documents.
- Maintain the official Board calendar and annual governance cycle, including meeting schedules, committee cadence, and recurring compliance deliverables.
- Prepare and distribute Board and committee meeting notices, agendas, board packets, and supporting materials in accordance with bylaws-required notice periods.
- Coordinate Board and committee meeting logistics, including room setup, virtual meeting platforms, hybrid technology, and hospitality.
- Record, prepare, and distribute Board and committee meeting minutes; track approval and maintain the official record.
- Maintain Board records, bylaws, policies, resolutions, and signed governance documents in accordance with the agency's record retention policy.
- Support trustee recruitment, onboarding, orientation, and offboarding in coordination with the Governance Committee.
- Coordinate annual Board compliance activities, including conflict of interest disclosures, acknowledgements, and required governance documentation.
- Prepare and distribute Board and Committee meeting notices, agendas, board packets, and supporting materials.
- Coordinate Board and Committee meeting logistics.
- Maintain tracking systems for executive follow-up items, deadlines, Board requests, and committee action items, completion.
- Record, prepare, and distribute Board meeting minutes in established timelines
- Maintain Board records in accordance with organizational governance requirements.
QUALIFICATIONS
Education and/or Experience:
- Associate degree in Business Administration, Communications or related field. Bachelor’s degree preferred.
- Minimum five years of progressively responsible experience supporting senior executives or executive leadership teams in a fast-paced professional environment.
- Experience supporting board of directors/trustees is strongly preferred
Knowledge, Skills & Abilities
- Ability to demonstrate Executive presence and professionalism.
- Calendar management expertise
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Exceptional attention to detail and accuracy.
- Ability to prioritize multiple projects and meet deadlines.
- Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
- Demonstrated professionalism and discretion when handling confidential information.
PHYSICAL DEMANDS
- Requires prolonged sitting, bending, stooping, and occasional lifting up to 50 pounds.
- Ability to operate standard office equipment.
- Reasonable accommodations may be made for qualified individuals with disabilities.
WORK ENVIRONMENT
- Standard office environment with occasional evenings/weekends for events.
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