Adminstrative Assistant (000)

Primary Function

Under the direction of the Chief Operating Officer (COO), the Administrative Assistant provides high-level administrative, logistical, and operational support to the COO and members of the senior operational leadership team. This position ensures the efficient operation of the COO’s office through effective coordination of communications, scheduling, documentation, and project tracking. The Administrative Assistant exercises sound judgment, maintains confidentiality, and supports the COO in advancing the organization’s mission and operational priorities.

Essential Duties and Responsibilities

Adminstrative Support

• Manage the COO’s daily calendar and coordinate scheduling of meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of the COO with accuracy and professionalism.
• Track projects, deadlines, and follow-up actions to ensure timely completion of tasks and commitments.
• Organize meeting logistics, prepare agendas and materials, record minutes, and document action items.
• Handle confidential and sensitive information with discretion and professionalism at all times.

Administrative and Operational Coordination

• Maintain organized filing systems (electronic and physical) for the COO’s office and ensure timely retrieval of information.
• Prepare and process expense reports, purchase requisitions, and invoices for the COO’s office.
• Monitor and manage office supply inventory and service contracts related to administrative operations.
• Support the preparation of board and committee materials, reports, and presentations as requested.
• Maintain a master calendar of organizational events and deadlines relevant to the COO’s portfolio.

Communication and Liaison Functions

• Serve as the initial point of contact for internal and external inquiries to the COO’s office, providing professional and courteous responses.
• Draft and distribute internal communications and announcements on behalf of the COO.
• Coordinate with staff, board, and vendors to support the timely exchange of information and completion of deliverables.
• Represent the COO’s office at internal and external meetings as directed, maintaining a high standard of professionalism.

Special Projects and Event Support

• Assist with the coordination of special projects, staff events, and leadership initiatives under the direction of the COO.
• Support organizational planning meetings, retreats, and other functions, including logistics, documentation, and communication follow-up.
• Compile data and assist in preparing reports related to program performance, strategic initiatives, and administrative priorities.

Other Duties

• Provide general administrative support to the executive office and senior leadership team as assigned.
• Perform other related duties consistent with the scope and purpose of the position.

Education and Experience

• Associate degree required; Bachelor’s degree preferred. Equivalent combination of education and experience may be considered.
• Minimum of three (3) years of progressively responsible administrative or executive support experience.
• Prior experience supporting senior leadership in a nonprofit, youth development, or human services organization preferred.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as Teams, SharePoint, or Google Workspace.
• High degree of professionalism, discretion, and ability to maintain confidentiality.
• Demonstrated ability to work collaboratively with staff, board members, community partners, and external stakeholders.
• Initiative, sound judgment, and attention to detail.

Work Environment

• This position operates in a professional office environment with standard office equipment (computer, phone, copier, etc.).
• Occasional evening or weekend work may be required to support events or meetings.

Physical Requirements

• Must be able to remain in a stationary position for extended periods.
• Must be able to lift or move up to 20 pounds occasionally.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.