Executive Administrative Assistant

Executive Administrative Assistant Job Description The Executive Administrative Assistant serves as a trusted administrative partner to the Vice President of Operations while supporting the day\-to\-day administrative needs of the agency. This position combines executive\-level administrative support with general office responsibilities, including managing communications, coordinating meetings and schedules, maintaining organized records, answering incoming calls, and assisting with agency projects and initiatives. The Executive Administrative Assistant acts as an extension of the Vice President of Operations by anticipating needs, exercising sound judgment, managing competing priorities, coordinating executive activities, and ensuring the seamless execution of day\-to\-day administrative operations. The ideal candidate is highly organized, professional, adaptable, and capable of independently managing responsibilities in a fast\-paced environment while maintaining a high degree of confidentiality. Primary Responsibilities Executive Administrative Support · Provide direct administrative support to the Vice President of Operations. · Manage and coordinate calendars, appointments, meetings, and scheduling. · Anticipate scheduling needs and assist with resolving conflicts and competing priorities. · Coordinate meetings, including scheduling, room preparation, agendas, materials, and other logistics. · Prepare meeting agendas, presentations, reports, correspondence, and other business documents as requested. · Record meeting minutes and maintain follow\-up items when assigned. · Track deadlines, projects, and outstanding action items on behalf of the Vice President of Operations. · Assist with planning, organizing, and coordinating executive projects and agency initiatives. · Assist with travel arrangements, registrations, reservations, and event coordination as needed. · Handle confidential and sensitive information with professionalism and discretion. · Proactively anticipate administrative needs and identify opportunities to improve executive efficiency and organization. Front Office \& Communication Support · Serve as a primary point of contact for incoming telephone calls and appropriately assist, screen, or route callers. · Greet and assist clients, employees, applicants, vendors, and other scheduled visitors in a professional and welcoming manner. · Monitor general office communications and ensure messages are directed to the appropriate staff member. · Receive and distribute incoming mail, packages, deliveries, and other correspondence. · Assist with outgoing mail and agency correspondence as needed. · Maintain an organized and professional front office and reception area. · Provide front office coverage as needed while maintaining executive and administrative responsibilities. Records \& General Administrative Support · File, scan, upload, organize, and maintain employee, client, and agency documentation in accordance with established procedures. · Assist with maintaining electronic and physical filing systems. · Prepare, copy, assemble, and distribute forms, packets, letters, and other agency materials. · Perform data entry and routine administrative recordkeeping. · Assist with retrieving records and documentation when requested by authorized staff. · Maintain confidentiality of employee, client, and organizational information at all times. Office \& Leadership Support · Provide administrative assistance to the President and other members of the Leadership Team as requested. · Collaborate with the HR \& Compliance Specialist, Operations, Care Coordination, and other departments to facilitate administrative workflows. · Assist with agency meetings, trainings, employee events, and other organizational activities. · Coordinate conference room scheduling and meeting space preparation. · Monitor office supply needs and assist with ordering and maintaining appropriate inventory. · Communicate with vendors and service providers as directed. · Assist with special projects and other administrative responsibilities as assigned. · Provide occasional personal assistance to the Vice President of Operations, including scheduling, reservations, coordination of appointments, errands, and other personal support needs as requested. Required Knowledge/Skills/Abilities · High school diploma or equivalent required. · Associate degree in Business Administration, Office Administration, Healthcare Administration, or a related field preferred. · Minimum of three (3\) years of administrative or executive support experience preferred. · Ability to anticipate needs and take initiative without requiring continuous direction. · Strong organizational and multitasking skills, with the ability to prioritize and manage time effectively. · Strong professional telephone etiquette and interpersonal skills. · Excellent written and verbal communication skills, with a high attention to detail. · Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). · Motivated with strong problem\-solving/critical\-thinking skills; ability to think on your feet and find creative solutions. · Discretion and confidentiality in handling sensitive information and documents. · Ability to work independently and as part of a team, with a positive and proactive attitude. · Flexibility and adaptability to work in a dynamic and changing environment. · Professional appearance and demeanor. · Previous experience directly supporting an executive or senior leader strongly preferred. Compensation Executive Administrator is an hourly position; hourly pay will be based on experience. \\ Our office is currently in Greenville but we will be relocating to Carr Road in Wilmington by the end of the year. Pay: $24\.00 \- $29\.00 per hour Benefits: 401(k) Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Describe a time you anticipated the needs of an executive without being asked. What did you do? Your executive gives you a task you've never handled before and provides limited instructions. What would you do? Experience: * Executive administrative support: 3 years (Required) Work Location: In person