Executive Assistant

Theuniversityunion; Cleveland (OH); On-site; USD 50,000 - 65,000; Full time

Job summary

The role serves as a trusted liaison for the CEO’s office and helps maintain efficient administrative operations across Providence House. A high school diploma and 3+ years of executive support experience are required.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Minimum of three years of experience in an executive administrative, senior administrative, or comparable support role.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience managing executive calendars, meeting logistics, materials, and confidential information.
• Strong written and verbal communication skills, proofreading, formatting, editing, and professional correspondence.

Responsibilities

• Manage the President and CEO's calendar, scheduling, prioritizing, and confirming appointments.
• Serve as primary contact for access requests to the President and CEO; route inquiries professionally.
• Prepare, edit, and organize correspondence, presentations, reports, agendas, and materials.
• Monitor deadlines, provide reminders, and support action item follow-up.
• Coordinate travel arrangements and meeting logistics for the President, CEO, and Executive Team.
• Attend Board/Committee meetings, take minutes, and maintain governance records.

Skills

Executive support

Calendar management

Communications

Microsoft Office

Proofreading

Time management

Discretion

Education

High school diploma

Associate or bachelor’s in business/admin

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

• Location 11801 Buckeye Road,Cleveland, OH, 44120,United States
• Base Pay $50,000.00 - $65,000.00 / Year
• Employee Type FT Exempt
• Required Degree High school
• Manage Others No

Description

The Executive Assistant provides high-level administrative and organizational support to the President and CEO, Executive Team, and Board of Directors. This position manages executive calendars, coordinates meetings and materials, supports internal and external communications, and ensures timely follow-through on key projects and priorities. The Executive Assistant serves as a trusted liaison for the CEO’s office and helps maintain efficient and professional administrative operations across Providence House.

Requirements

President & CEO Executive Support

• Manage the President and CEO's calendar, including scheduling, prioritizing, and confirming appointments, and ensuring adequate time is reserved for strategic priorities and key internal and external commitments.
• Serve as a primary point of contact for individuals seeking access to the President and CEO, ensuring inquiries are managed professionally, routed appropriately, and responded to in a timely manner.
• Prepare, edit, and organize correspondence, presentations, reports, meeting agendas, memoranda, mailings, and other materials on behalf of the President and CEO.
• Monitor internal and external deadlines, provide reminders and follow-up support, and help ensure timely completion of action items identified by the President and CEO.
• Review and coordinate requests for speaking engagements, public appearances, and external meetings in collaboration with the President and CEO and appropriate internal team members.

Executive Team Administrative Support

• Coordinate calendars and meeting schedules for members of the Executive Team (COS, CPO, CFO) as assigned, helping ensure alignment with agency priorities, CEO availability, and organizational deadlines.
• Support Executive Team meetings, Leadership Team meetings, and other internal meetings by preparing agendas, coordinating logistics, gathering materials, documenting follow-up items, and distributing information as needed.
• Assist with preparation of presentations, reports, dashboards, correspondence, and meeting packets for executive-level meetings and organization-wide initiatives.
• Create and maintain organized electronic and physical files, records, spreadsheets, and administrative tracking documents related to executive office functions.
• Coordinate travel arrangements, meeting logistics, expense reports and preparation materials for the President and CEO and Executive Team's meetings, speaking engagements, community events, and other commitments.

Board of Directors Support

• Manage Board of Directors, Committee, and ad hoc Committee meetings, including scheduling, logistics, meeting setup, materials preparation, attendance tracking, minute-taking, and follow-up activities.
• Prepare, compile, distribute, and maintain Board and Committee records and governance documentation, including agendas, meeting materials, resolutions, rosters, Director files, committee assignments, and corporate records.
• Attend Board and Committee meetings, take minutes, prepare draft minutes for review, and ensure final records are maintained in a timely and accurate manner.
• Coordinate Board communications, e-votes, governance correspondence, and related materials, ensuring timely distribution and accurate recordkeeping.
• Support Board member recruitment, onboarding, orientation, training, and ongoing governance activities, including background checks, governance documentation, performance tracking and terms of service.
• Maintain organized Board files, corporate records, meeting minutes, governance documents, rosters, Director files, candidate tracking documents, and related materials.
• Serve as a liaison between the Board of Directors, PHriends Associate Board, and organizational leadership, facilitating communication and sharing relevant updates.

Administrative, Office, and Culture Support

• Assist with administrative processes that support effective communication and coordination across departments.
• In conjunction with East and West Campus Receptionists, assist with visitor coordination and meeting preparation, and other agency gatherings as needed, ensuring that administrative spaces are organized, professional, and prepared for meetings and visitors.
• Serve as backup to the East Campus Receptionist - answer incoming calls, greet visitors, route inquiries appropriately.
• Support production and distribution of agency materials, handbooks, reports, and other internal documents.
• Assist with the coordination and execution of organization-wide, all-staff meetings and events.

General Duties

• Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other speaking engagements or fundraising events as assigned.
• Strive to be culturally competent and supportive of diversity in both service to clients and through professional interactions.

Summary

Qualifications:

• High school diploma or GED required; associate or bachelor’s degree in business administration, nonprofit administration, communications, or a related field preferred.
• Minimum of three years of experience in an executive administrative, senior administrative, or comparable support role.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience managing executive calendars, meeting logistics, meeting materials, and confidential information.
• Strong written and verbal communication skills, including proofreading, formatting, editing, and professional correspondence.
• Excellent organizational skills, time management, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Ability to exercise discretion, independent judgement, confidentiality, and professionalism when supporting executive leadership and Board members.
• Valid State of Ohio driver’s license and reliable transportation required.
• Must pass background check and four-panel drug screen.

Competencies:

• Excellent Written and Verbal Communication
• Exceptional Organization and Time Management
• Forward-Thinking and Proactive
• High-Level Integrity and Ethical Conduct
• Strong Attention to Detail
• Adaptability and Flexibility
• Professional Judgment and Confidentiality
• Collaborative and Team-Oriented
• Problem-Solving and Follow-Through
• Cultural Competence and Commitment to Diversity, Equity, and Inclusion

Physical Requirements:

Candidate must be able to lift 40 pounds without restriction, bend at the waist, grasp, handle, and lift weight overhead, and have mobility in sitting, kneeling, crawling, and running which is required in daily course of work activities.