Executive Administrative Assistant

KELLY Youth Services Inc.; Cincinnati, Northern (OH, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

KELLY Youth Services Inc. in Cincinnati seeks an Executive Administrative Assistant to provide primary administrative support to the Agency Administrator and secondary support to the CEO, Program Director, and HR department. The role covers calendar management, correspondence, reporting, and project coordination in a nonprofit setting.

The position emphasizes confidential records management, board prep, and compliance tracking, with responsibilities spanning leadership support and HR functions.

Qualifications

• Bachelor's degree in Business Administration or related field preferred.
• Minimum three years of executive administrative experience required.
• Nonprofit, healthcare, social services, or behavioral health settings preferred.
• Advanced Microsoft 365 proficiency and familiarity with QuickBooks.

Responsibilities

• Manage the Administrator's calendar, meetings, and travel arrangements.
• Screen calls, emails, and correspondence for the Administrator.
• Prepare reports, presentations, spreadsheets, and executive correspondence.
• Coordinate special projects and strategic initiatives.
• Maintain confidential records and documents.
• Assist with board meeting prep and related documentation.
• Monitor deadlines and reminders for critical projects and compliance.
• Serve as liaison with department managers, staff, vendors, and partners.
• Provide executive support to CEO and Program Director and assist with meetings.

Skills

Executive support

Microsoft 365

Communication

Organization

Education

Bachelor's degree in Business Administration

Tools

Intuit QuickBooks

Job description

Description

Company Overview:

K.E.L.L.Y. Youth Services, Inc. also known as KYS is an Ohio 501(c) (3) non-profit corporation operating group homes in Hamilton County, Ohio. KYS facilities range from 4-12 beds. We specialize in 24-hour private non-custodial group homes and independent living programs that foster and empower living and learning for youth aged 9 to 21 years old. Our residential setting programs develop individuals from substitute care to independently living responsible adults.

POSITION TYPE: Administrative – Full Time Exempt

DESCRIPTION: The Executive Administrative Assistant serves as the primary administrative support professional to the KYS Administrator and provides secondary support to the Chief Executive Officer (CEO), Program Director, and Human Resources Department.

REPORTS TO: Agency Administrator

Duties and Responsibilities:

Primary Administrator Support (60-70%)

• Manage the Administrator's calendar, meetings, appointments, and travel arrangements.
• Screen calls, emails, and correspondence on behalf of the Administrator.
• Prepare reports, presentations, spreadsheets, and executive correspondence.
• Coordinate special projects and strategic initiatives.
• Maintain confidential records and organizational documents.
• Prepare meeting agendas, minutes, and track follow-up action items.
• Assist with board meeting preparation and related documentation.
• Monitor deadlines and provide reminders regarding critical projects and compliance requirements.
• Organize files, records, and document management systems.
• Serve as the Administrator's liaison with department managers, staff, vendors, and community partners.

Executive Leadership Support (15-20%)

• Provide administrative support to the CEO and Program Director as assigned.
• Coordinate leadership meetings and executive communications.
• Prepare organizational reports and supporting documents.
• Assist with meeting logistics and event planning.

Human Resources Support (10-15%)

• Assist with recruiting, interview scheduling, and onboarding.
• Maintain personnel files and training records.
• Monitor employee credential and training expiration dates.
• Assist with orientation and employee communications.
• Support annual performance review processes.
• Maintain confidentiality of personnel information.

Compliance & Administrative Support (10-15%)

• Assist with licensing, accreditation, and audit preparation.
• Maintain compliance documentation and administrative records.
• Support grant documentation and reporting requirements.
• Track recurring deadlines and reporting schedules.
• Assist with policy and procedure distribution and updates.

Education and Experience

• Bachelor’s degree in Business Administrator, Office Administration, HR, or related field preferred.
• Three years of executive administrative experience required.
• Experience in nonprofit, healthcare, social services, or behavioral health settings preferred.
• Knowledgeable in Intuit QuickBooks.
• Advanced Microsoft 365 proficiency required.

Requirements

• Exceptional organizational and multitasking skills.
• Advanced proficiency in Microsoft Outlook, Word, Excel, Teams, and SharePoint.
• Strong professional writing and communication skills.
• Ability to handle confidential information with discretion.
• Excellent judgment, problem-solving, and initiative.
• Ability to prioritize multiple competing demands.
• Strong interpersonal and customer service skills.
• Ability to work independently with minimal supervision.