Executive Administrative Assistant

SVDP-Cincinnati; Cincinnati (OH); Hybrid; USD 65,000 - 85,000; Full time

Job summary

St. Vincent de Paul Cincinnati provides executive administrative support to leaders, coordinating priorities, preparing communications, and managing complex calendars to keep leadership aligned with deadlines.

The role involves supporting committees and projects, drafting executive materials, tracking progress, and improving processes through Microsoft 365 tools in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 3-7 years of progressively responsible administrative or executive-support experience.
• Experience supporting senior leaders or managing complex calendars, communications, meetings, projects, and confidential information.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-document environments.
• Strong writing, proofreading, organization, prioritization, and follow-through skills.
• Ability to work independently, exercise sound judgment, and manage competing priorities.

Responsibilities

• Provide proactive administrative support to one or more assigned executive leaders.
• Independently manage complex calendars, prioritize routine requests, resolve scheduling conflicts, protect executive time within agreed guidelines, and eliminate significant conflicts.
• Coordinate internal and external meetings, site visits, interviews, trainings, leadership sessions, and executive or internal staff events.
• Prepare agendas, briefing materials, presentations, reports, policies, procedures, executive summaries, decision documents, and meeting packets.
• Draft, review, edit, and route executive correspondence and communications using appropriate judgment and tone.
• Attend assigned leadership, committee, taskforce, and project meetings; capture decisions and action items; ask clarifying questions; and contribute process recommendations when appropriate.
• Proactively track projects, deadlines, commitments, renewals, and action items; obtain status updates; identify barriers or risks; and elevate concerns to the appropriate executive leader.
• Maintain executive dashboards, annual calendars, recurring-deadline schedules, and tracking tools for assigned priorities.
• Support assigned committees, boards, advisory groups, workgroups, and task forces, including scheduling, materials, documentation, and follow-up.
• Coordinate with attorneys, auditors, insurance brokers, consultants, vendors, landlords, benefit providers, financial institutions, government agencies, and other stakeholders as assigned.
• Assist with budget preparation, expense monitoring, invoice processing, purchasing, expense reports, and credit-card reconciliation.
• Coordinate onboarding logistics for leaders and key roles in partnership with HR, IT, Facilities, and hiring managers.
• Manage document routing, approvals, signatures, version control, and final filing.
• Use Microsoft 365 applications as an advanced user to improve project tracking, collaboration, document management, reporting, and accountability, while respecting IT and HR system ownership.
• Identify inefficiencies and recommend or help implement administrative process improvements.

Skills

Microsoft 365

Calendar management

Executive support

Communication drafting

Project coordination

Document management

Stakeholder coordination

Budget support

Education

Associate or Bachelor's degree

Equivalent education/experience considered

Tools

Microsoft Planner

Microsoft To Do

SharePoint

Forms

Job description

Position Purpose

The Executive Administrative Assistant provides advanced administrative and executive support to one or more executive leaders. This role serves as a trusted operational partner by coordinating executive priorities, preparing communications and reports, supporting committees and projects, managing complex schedules, and helping leadership maintain visibility into organizational commitments and deadlines.

Essential Duties and Responsibilities

• Provide proactive administrative support to one or more assigned executive leaders.
• Independently manage complex calendars, prioritize routine requests, resolve scheduling conflicts, protect executive time within agreed guidelines, and eliminate significant conflicts.
• Coordinate internal and external meetings, site visits, interviews, trainings, leadership sessions, and executive or internal staff events.
• Prepare agendas, briefing materials, presentations, reports, policies, procedures, executive summaries, decision documents, and meeting packets.
• Draft, review, edit, and route executive correspondence and communications using appropriate judgment and tone.
• Attend assigned leadership, committee, taskforce, and project meetings; capture decisions and action items; ask clarifying questions; and contribute process recommendations when appropriate.
• Proactively track projects, deadlines, commitments, renewals, and action items; obtain status updates; identify barriers or risks; and elevate concerns to the appropriate executive leader.
• Maintain executive dashboards, annual calendars, recurring-deadline schedules, and tracking tools for assigned priorities.
• Support assigned committees, boards, advisory groups, workgroups, and task forces, including scheduling, materials, documentation, and follow-up.
• Coordinate with attorneys, auditors, insurance brokers, consultants, vendors, landlords, benefit providers, financial institutions, government agencies, and other stakeholders as assigned.
• Assist with budget preparation, expense monitoring, invoice processing, purchasing, expense reports, and credit-card reconciliation.
• Coordinate onboarding logistics for leaders and key roles in partnership with HR, IT, Facilities, and hiring managers.
• Manage document routing, approvals, signatures, version control, and final filing.
• Use Microsoft 365 applications as an advanced user to improve project tracking, collaboration, document management, reporting, and accountability, while respecting IT and HR system ownership.
• Identify inefficiencies and recommend or help implement administrative process improvements.

Minimum Qualifications

• High school diploma or equivalent.
• Three to seven years of progressively responsible administrative or executive-support experience.
• Experience supporting senior leaders or managing complex calendars, communications, meetings, projects, and confidential information.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-document environments.
• Strong writing, proofreading, organization, prioritization, and follow-through skills.
• Ability to work independently, exercise sound judgment, and manage competing priorities.

Preferred Qualifications

• Associate or bachelor’s degree in business administration, communications, nonprofit management, or a related field; equivalent education, training, and relevant experience will be considered.
• Experience supporting multiple executives, committees, boards, or leadership teams.
• Experience with Microsoft Planner, To Do, SharePoint, Forms, and similar collaboration or reporting tools.

Equal Opportunity Statement

St. Vincent de Paul Cincinnati is committed to providing equal employment opportunities and maintaining a workplace where every person is treated with dignity and respect. Final language should be reviewed against the organization’s current approved posting template.