Executive Administrative Assistant

Licking County Aging Partners; Newark (OH); On-site; USD 46,000 - 66,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Company paid Life and LTD insurance

403B Retirement with 6% employer

Generous PTO and 12 holidays

Phone stipend

Job summary

Licking County Aging Partners in Newark, OH is seeking an Executive Administrative Assistant to support the Executive Director and leadership team. You will manage calendars, plan meetings, prepare agendas, and handle correspondence with diplomacy and professionalism.

The ideal candidate will be highly organized, discreet, and proactive, with strong Microsoft 365 and Adobe Acrobat skills, and a commitment to serving older adults. This is a full-time, exempt role with comprehensive benefits.

Qualifications

• Bachelor’s degree strongly preferred.
• 3–5 years of administrative experience supporting senior leaders.
• Proficient with Microsoft 365 and Adobe Acrobat.
• Excellent time-management and detail-oriented.
• Ability to handle confidential situations with discretion.
• Background check and pre-employment drug screen required.

Responsibilities

• Provide high-level administrative support to the Executive Director and leadership team.
• Manage calendars, meetings, agendas, and communications.
• Coordinate department, committee, board meetings, room reservations, and notices.
• Serve as liaison with board members, staff and external contacts.
• Handle phone calls and electronic communications professionally.
• Support audit preparations and ensure policy compliance.
• Assist with travel arrangements and document distribution.

Skills

Time management

Interpersonal skills

Communication skills

Organizational skills

Education

Bachelor's degree

Tools

Microsoft 365

Adobe Acrobat

Job description

Description

Job Title: Executive Administrative Assistant

Reports To: Executive Director

Job Classification: Full-Time, Professional Staff Member; 40 hours/week; Exempt

Salary Range: $45,760 – $65,894

Job Summary: LCAP is seeking a sharp, proactive, and deeply organized Executive Administrative Assistant to support our Executive Director and leadership team. This position has primary responsibility for providing high-level administrative support to the Executive Director (75%) and the Associate Executive Director (25%) including schedules, meetings, agendas, calendar, research, correspondence and other communications. The successful candidate will demonstrate a high level of organizational and interpersonal skills, as well as thrive in a fast-paced environment, be highly proactive, extremely organized and diplomatic yet assertive in dealing with others.

Personal & Professional Attributes: Demonstrate sensitivity, empathy and understanding of the needs of older, impoverished, and developmentally disabled individuals, display common sense and good judgment, and actively promote LCAP to the public. Uphold the highest level of confidentiality, honesty and integrity, and represent the organization in a positive and professional manner at all times.

Core Technology Competencies: Demonstrated working knowledge of computer operations, standard office equipment (copiers, faxes, etc.) and must be able to utilize all Microsoft Office services.

Essential Duties:

• Proactively provide administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings
• Multi-task as a shared support resource for multiple directors effectively anticipating and fulfilling administrative and communications support activities
• Coordinate and execute department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up
• Support the leadership team’s day-to-day relationships by interfacing with board members, community, staff, and clients as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner
• Responsible for calendar management for Executive Director and Associate Executive Director, requiring interaction with both internal and external directors and assistants, as well as consultants, to coordinate a variety of executive meetings
• Answering phone calls in a polite and professional manner
• Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director
• Answers mail and inquiries on own initiative, and follows up with other departments to ensure requests are carried out
• Ability to work collaboratively with and provide highly professional, positive customer service to all constituents.
• Assists leadership with yearly audit preparations.
• Follows compliance of all Agency policies and procedures
• Other duties as required

BENEFITS OFFERED: Medical, Dental, Vision, Company paid Life and Long Term Disability insurance, 403B Retirement(6% employer contribution to retirement after 1 year service- No match required), Generous Paid Time Off, 12 Paid Holidays, Phone stipend.

Requirements

Minimum Education and Experience Requirements:

• Bachelor’s degree strongly preferred, not required.
• 3-5 years of administrative experience in a fast-paced environment, preferably supporting senior level leaders
• Excellent computer skills, especially Microsoft 365 and Adobe Acrobat
• Excellent time-management skills and attention to detail
• High level of interpersonal skills to handle sensitive and confidential situations
• Excellent communication skills; written and verbal ? Strong organizational skills, ability to prioritize multiple, competing tasks, and demands
• Have a passion for helping people, solving problems and contributing to a positive work environment
• Must successfully pass a background check and pre-employment drug-screening.

General Requirements: Commitment and desire to provide excellent service to all clients and aging community members. Maintain predictable and regular attendance, work stated hours, communicate, comprehend and follow policies and procedures and develop and maintain positive working relationships with all staff. Must be able to satisfactorily perform all the job responsibilities and meet the physical requirements of that same job title. All employees must possess and maintain a Valid Ohio Driver’s License, as well as the minimum auto insurance coverage for Ohio (must be able to provide proof upon request).