Executive Administrative Assistant (61921)

Adams and Associates, Inc.; Glenmont (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Job summary

Adams and Associates, Inc. is seeking an Executive Administrative Assistant to provide high-level support to the Center Director. The role coordinates communications, manages calendars, prepares reports, and supports executive initiatives in a fast-paced environment.

You will anticipate needs, maintain confidentiality, and serve as a gatekeeper between executives, staff, and partners, while handling travel, meetings, and newsletters.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Proven ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, integrity, and discretion.
• Tech-savvy with proficiency in office and productivity tools.
• A proactive mindset—you don’t wait to be asked, you anticipate.

Responsibilities

• Manage complex calendars, meetings, and shifting priorities with precision.
• Serve as a gatekeeper and liaison between executives, staff, and external partners.
• Prepare reports, presentations, and communications with professionalism and accuracy.
• Coordinate travel, events, and high-level meetings.
• Track projects, deadlines, and follow-ups to ensure nothing is missed.
• Handle confidential information with discretion and sound judgment.
• Identify ways to improve efficiency and streamline processes.

Skills

Organizational skills

Written & verbal communication

Multitasking

Professionalism & discretion

Tech-savvy

Proactive mindset

Tools

Office Suite

Job description

Description Now Hiring: Executive Administrative Assistant

• The Right Hand to Leadership Inspire, and Make a Difference! Are you the kind of professional who thrives behind the scenes but drives everything forward? Do you anticipate needs before they're spoken, keep chaos organized, and make high-level operations look effortless? If so, we're looking for you. Job Corps is seeking a highly organized and professional Executive Administrative Assistant to provide high-level administrative support to the Center Director. This role is critical in ensuring efficient center operations by coordinating communications, managing schedules, preparing reports, and supporting executive-level initiatives. The ideal candidate is proactive, detail-oriented, and capable of handling confidential information while working in a fast-paced environment. Schedule: Monday through Friday 8:00 am- 5:00 pm

  What You'll Do

  Manage complex calendars, meetings, and shifting priorities with precision. Serve as a gatekeeper and liaison between executives, staff, and external partners. Prepare reports, presentations, and communications with professionalism and accuracy. Coordinate travel, events, and high-level meetings. Track projects, deadlines, and follow-ups to ensure nothing is missed. Handle confidential information with discretion and sound judgment. Identify ways to improve efficiency and streamline processes.

  What We're Looking For:

  Exceptional organizational skills and attention to detail. Strong written and verbal communication abilities. Proven ability to manage multiple priorities in a fast-paced environment. High level of professionalism, integrity, and discretion. Tech-savvy with proficiency in office and productivity tools. A proactive mindset-you don’t wait to be asked, you anticipate.

  Why Join Us?

  Meaningful Work

• Shape the future of young adults and help them achieve their goals.

  Growth Opportunities

  We support career advancement and professional development.

  Competitive Pay & Benefits

  Health, retirement, and paid time off. Ready to make a difference?

POSITION SUMMARY

The Executive Administrative Assistant is responsible to provide the Center Director's Office with high-level administrative support. Functions as the Center's lead administrative assistant and delegates and prioritizes tasks among other clerical and administrative positions. Assists the Human Resources Department by providing technical assistance related to personnel information processing, computer input and reporting and fringe benefit administration. May assume acting positions within the Human Resources Department. Ensures strict confidentiality of sensitive information

MANAGEMENT & SUPERVISION RESPONSIBILITIES

• o Follows all integrity guidelines and procedures and ensures no manipulation of student data
• o Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May make travel arrangements as necessary.
• o Ensures timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence. Drafts, writes and proofs correspondence. Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• o Maintains Job Corps/Company systems and libraries.
• o Prepares, coordinates and distributes Center's weekly newsletter. Works with Center staff to obtain newsletter articles and Center highlights. Prepares and distributes meeting minutes.
• o Provides administrative support to other departments and provides training to other clerical staff as needed.
• o Provides technical and administrative assistance to the Human Resources Department related to personnel information processing, computer input and reporting, fringe benefit administration.
• o Pro uces qua