Executive Administrative Assistant

Job Description

Job Description

GENERAL PURPOSE

The Executive Administrative Assistant is a non-exempt position that reports to the Chief of Staff and is responsible for providing comprehensive administrative support to high-level executives.

ESSENTIAL DUTIES AND RESPONSIBILITIES – (ILLUSTRATIVE ONLY)

The duties listed below are intended only as illustrations of the various types of work that could be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

· Provide proactive, high-level administrative support to the agency’s CEO/COO, including complex scheduling, meeting coordination, travel arrangements, and internal/external communications.

· Prepare, proofread, and edit written materials with exceptional attention to spelling, grammar, tone, and formatting to ensure alignment with TPCP’s professional standards.

· Create polished, visually engaging PowerPoint presentations for executive meetings, stakeholder engagements, and board presentations.

· Develop and manage Excel spreadsheets with advanced functionality (e.g., formulas, pivot tables, data analysis) to support reporting and operational tracking.

· Coordinate and prepare for meetings by developing agendas, compiling briefing documents, and capturing/distributing clear and actionable meeting minutes.

· Manage a dynamic calendar with foresight and prioritization, understanding the operational and strategic needs of the organization.

· Maintain a high degree of confidentiality, discretion, and integrity when handling privileged information and sensitive matters.

· Serve as a key liaison between the CEO/COO and internal/external stakeholders, including Senior Leaders and Board Members, always representing the agency with professionalism and respect.

· Support the preparation and execution of Board of Directors meetings, including logistics, communications, and post-meeting documentation.

· Track deliverables and action items to ensure timely follow-up and execution of strategic objectives.

· Other duties as assigned in support of the Executive Leadership Team and organizational priorities.

· Maintains clean driving record as well as currency of driver’s license and vehicle insurance/registration.

· Drives on agency business using personal vehicle; may be required to transport clients, equipment, protected health information (PHI), and/or confidential personnel or TPCP agency information.

TRAVEL: Errands; shopping; off-site meetings/trainings; transport of equipment/supplies.

QUALIFICATIONS

· Bachelor’s Degree preferred; relevant professional experience will be considered.

· 5+ years of executive-level administrative support experience, preferably in a nonprofit, healthcare, or mental health setting.

LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS

· California driver’s license & current vehicle insurance/registration if driving; and,

· Reliable means of transportation capable of passing vehicle safety inspection if more than five years old excluding all modes of two-wheeled transport inclusive of bicycles, mopeds and motorcycles.

• KNOWLEDGE AND ABILITIES

· Demonstrated advanced proficiency in Microsoft Office Suite, especially:

o PowerPoint – ability to design compelling and professional presentation decks.

o Excel – comfort with functions, pivot tables, and organizing complex data.

o Outlook – strong skills in calendar management, email organization, and task coordination.

· Excellent written and verbal communication skills, including a strong command of business writing to include reports, business correspondence, and grant proposals.

· Superior organizational and time management abilities, with a track record of managing competing priorities and meeting deadlines.

· Proven ability to handle confidential and sensitive information with discretion and sound judgment.

· Experience working directly with executives, board members, and external partners.

· Professional presence and interpersonal skills that foster trust and credibility across all levels of the organization.

· Passion for supporting a mission-driven organization and contributing to mental health and social service delivery.

SKILLS

Clerical Support

Planning

Oversight

Keeping Minutes

Report Creation

Training

Self-Discipline

Organization

Emotional Intelligence

Communication

Stress-Management

Driving

The mental and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; use math and mathematical skills; perform highly detailed work under intensive deadlines on multiple, concurrent tasks; work with constant interruptions, and interact with TPCP management, administrators, staff, applicants, representatives of external agencies and others encountered in the course of work.

Essential Physical Functions

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.

Physical Demands

While performing the duties of this class, an employee is regularly required to sit; talk or hear, both in person, and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms. The employee is frequently required to walk and stand and lift up to ten pounds. Additionally, specific vision abilities required by this job include close vision and the ability to adjust focus.

Move around occasionally, stand occasionally, sit frequently, twist at waist or neck occasionally, twist at neck occasionally, use fine finger manipulation frequently, use simple grasping occasionally, use power grasping seldom, reach with either hand occasionally, reach above shoulder height seldom, reach at shoulder height occasionally, lift less than 10 pounds occasionally and more than 10 pounds seldom, carry any weight over 10 feet seldom, bend at waist seldom, travel occasionally.

There are no unusual conditions. Typically, the noise level in the work environment is moderate.