Executive Assistant

The Arc Jefferson - St. Lawrence; City of Watertown (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The Arc Jefferson – St. Lawrence in Watertown, NY seeks an Executive Assistant to provide high-level administrative and organizational support to the CEO.

This role prioritizes proactive planning, effective communication, and discretion to ensure the Office of the CEO operates smoothly. Responsibilities include calendar management, board coordination, preparing reports and materials, and maintaining confidential records.

Qualifications

• Associate degree in business administration, communications, or related field required; bachelor's degree preferred.
• Minimum of five years of progressively responsible administrative experience, preferably supporting senior-level executives.
• Experience in nonprofit administration, Board governance, or a complex organization preferred; advanced MS Office proficiency; excellent written and verbal communication; ability to handle confidential information.

Responsibilities

• Provide comprehensive administrative and organizational support to the CEO.
• Manage the CEO's calendar, appointments, meetings, travel, and scheduling priorities.
• Anticipate the CEO's needs and ensure materials, information, and resources are prepared in advance.
• Independently manage routine administrative matters and identify issues requiring executive attention.
• Prepare, review, and coordinate executive correspondence, reports, presentations, and other materials.
• Maintain organized and confidential executive records, correspondence, and documentation.
• Coordinate Board of Directors and governance activities, including agendas, materials, and logistics.
• Coordinate information and documentation involving multiple departments and external stakeholders.

Skills

Calendar management

Executive support

Written & verbal communication

Discretion/confidentiality

Multitasking

Problem-solving

Organization

Education

Associate degree

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Position Type/Expected Hours of Work

–Monday- Friday (7:30am-4:00pm). On occasion, evening hours are required for board meetings or other leadership meetings. Flexible to the needs of the agency.

Qualifications-

Associate degree in business administration, communications, or related field required; bachelor's degree preferred. Equivalent experience may be considered. Minimum of five years of progressively responsible administrative experience, preferably supporting senior-level executives.

Experience in nonprofit administration, Board governance, or a complex organization preferred. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related office technology. Excellent written and verbal communication skills. Demonstrated ability to handle sensitive and confidential information. Proven organizational skills, attention to detail, and ability to manage multiple priorities.

Work Authorization/Security Clearance –

Authorized to work in the United States

Summary/Objective -

The Executive Assistantprovides high-level executive, administrative, and organizational support to the CEO. This position plays a critical role in ensuring the efficient operation of the Office of the CEO through proactive planning, exceptional organization, effective communication, and consistent follow-through. The Executive Assistant serves as a trusted professional partner to the CEO, demonstrating initiative, sound judgment, discretion, and the ability to anticipate needs and manage competing priorities with minimal supervision.

Essential Functions –

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide comprehensive administrative and organizational support to the CEO.
• Manage the CEO's calendar, appointments, meetings, travel, and scheduling priorities.
• Anticipate the CEO's needs and ensure materials, information, and resources are prepared in advance.
• Independently manage routine administrative matters and identify issues requiring executive attention.
• Prepare, review, and coordinate executive correspondence, reports, presentations, and other materials.
• Maintain organized and confidential executive records, correspondence, and documentation.
• Ensure the CEO is informed of upcoming deadlines, commitments, and matters requiring decisions or follow-up.

Executive Communication and Coordination:

• Serve as a primary administrative contact for the Office of the CEO.
• Facilitate timely and effective communication among the CEO, Executive Leadership Team, Board members, employees, and external stakeholders.
• Draft, proofread, and edit correspondence to ensure accuracy, clarity, and consistency.
• Exercise judgment in prioritizing communications and identifying matters requiring immediate attention.
• Coordinate executive meetings, special events, and organizational initiatives.
• Maintain professionalism, responsiveness, and confidentiality in all communications.

Proactive Planning and Organizational Management:

• Anticipate executive needs rather than relying solely on direct instructions.
• Maintain systems to track executive assignments, organizational deadlines, and outstanding responsibilities.
• Proactively identify scheduling conflicts, missing information, and potential administrative challenges.
• Prepare materials and supporting information in advance of meetings and commitments.
• Recommend and implement administrative improvements that enhance efficiency and effectiveness.
• Demonstrate the ability to work independently while keeping the CEO appropriately informed.

Board of Directors and Governance Support:

• Coordinate Board of Directors and Board Committee meetings, including agendas, schedules, meeting materials, and logistics.
• Prepare and maintain Board packets, resolutions, meeting minutes, and governance records through the use of Board Spot.
• Ensure Board materials are complete, accurate, professionally presented, and distributed within established timeframes.
• Track Board decisions, action items, and follow-up responsibilities.

Special Projects and Strategic Initiatives

• Provide administrative coordination for strategic planning activities, organizational projects, and executive initiatives.
• Assist in tracking progress toward organizational goals and leadership assignments.
• Coordinate information and documentation involving multiple departments.
• Support executive-level meetings with external agencies, community partners, and regulatory stakeholders.
• Perform additional responsibilities and special assignments as directed by the CEO.

Other Duties

Perform other related duties as assigned by the Chief Executive Officer. Responsibilities may evolve to meet organizational needs and priorities.

• Organization and Time Management
• Communication Skills
• Problem-Solving

Supervisory Responsibility –

not applicable

Travel – Occasional travel for board and management meetings.

Work Environment -

This position operates primarily in a professional office environment and requires regular use of standard office equipment, including computers, telephones, printers, scanners, and other office technology. The role involves frequent interaction with executive leadership, Board members, employees, and external stakeholders. The Executive Assistant must be able to work effectively in a fast-paced environment, manage competing priorities, maintain confidentiality, and adapt to changing organizational needs while demonstrating professionalism and attention to detail.

Physical Demands -

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms. Work may require lifting, pushing, or pulling in excess of 30 pounds.

Other Duties – This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.Duties, responsibilities and activities may change at any time with or without notice. I have read and received a copy of the above job description and understand the responsibilities fully.I understand that the preceding job description will be reviewed/updated at least annually; more frequent updates will depend on contract needs.

AAP/EEO Statement –

The Arc Jefferson – St. Lawrence has and will continue to provide all employees and applicants’ equal opportunity in the manner provided by law in all aspects of employment regardless of their age, race, creed, color, national origin, sexual orientation, disability, genetic predisposition, or carrier status, or marital status. These individuals will be recruited, referred for hiring consideration, and employed with regard to the positive and appropriate utilization of their skills and capabilities. Qualified employees will be afforded non-discriminatory consideration for promotion and job advancement, and there will be no discrimination with regard to assignments, rates of pay, promotions, transfers, training, termination, accessibility, working conditions, and benefits.