Executive Assistant

JOB DESCRIPTION: EXECUTIVE ASSISTANT

Reports to: Chief Executive Officer

Department: Administration

Classification: Exempt

JOB SUMMARY: The Executive Assistant provides high\-level administrative support to members of the Executive Leadership Team of the Nassau County Council on Aging. This role is essential for ensuring operational efficiency, managing critical information, and supporting the CEO and Executive Leadership Team to maximize their effectiveness. The ideal candidate is proactive, organized, mission\-driven, and skilled at managing multiple priorities in a fast\-paced environment.

DUTIES AND RESPONSIBILITIES:

• Maintain and update donor database with accurate and timely data entry.
• Generate and configure reports to support fundraising strategies and initiatives.
• Utilize the donor database to track, maintain, and grow monthly recurring donations, including a monthly recurring giving program.
• Prepare donor lists, gift summaries, and fundraising reports for CEO.
• Manage the CEO’s calendar, schedule meetings, coordinate travel, and handle logistics when needed.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Coordinate and facilitate board and committee meetings, including agenda preparation, minutes, and follow\-ups.
• Serve as a liaison between the CEO, board members, staff, donors, and external partners.
• Maintain confidentiality of sensitive information and exercise discretion at all times.
• Assist with special projects and events as directed by the CEO.
• Manage expense reports and budget tracking for the executive office.

SKILLS, KNOWLEDGE AND ABILITIES:

Skills:

• Exceptional written and verbal communication
• Advanced organizational and time management
• Proficient with office productivity software (e.g., Microsoft Office)
• Calendar and schedule management
• Event and meeting planning
• Problem\-solving and critical thinking
• Multitasking and prioritization
• Discretion and confidentiality
• Professional correspondence drafting
• Travel and logistics coordination

Knowledge:

• Understanding of business operations and office procedures
• Familiarity with executive\-level priorities and workflows
• Knowledge of data management and record\-keeping systems
• Awareness of company policies and compliance standards
• Basic financial processes (e.g., expense reports, budgeting)
• Industry\-specific terminology and practices (as relevant)

Abilities:

• Anticipate executive needs and proactively address them
• Adapt quickly to changing priorities and environments
• Communicate professionally with stakeholders at all levels
• Maintain composure under pressure
• Work independently and as part of a team
• Learn and apply new tools and technologies efficiently

SUPERVISION:

· Performs duties under the supervision of the Chief Executive Officer.

WORK EXPERIENCE / REQUIREMENTS:

• Minimum of 3 years’ experience supporting a senior executive, preferably in a nonprofit or mission\-driven environment.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Ability to work independently, anticipate needs, and solve problems proactively.
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms.
• Commitment to the mission and values of the Nassau County Council on Aging.
• Reliable transportation and valid driver’s license.

· Must be able to pass the Level 2 background check required by DOEA.

· Must adhere to Drug Free Workplace standards.

EDUCATION:

• Associate’s degree or equivalent experience preferred.

PHYSICAL WORK REQUIREMENTS:

· Able to sit and work at a computer keyboard for extended periods of time.

· Able to stoop, kneel, bend at the waist and reach on a daily basis.

· Able to perform general office administrative activities: copying, filing, delivering and using telephone.

· Able to lift 30 pounds.

· NOTE: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required and are not intended to be an exhaustive list of all the duties, responsibilities or qualifications of this position.

Pay: $18\.00 \- $20\.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person