Executive Assistant

Emerge Recovery & Trade; Xenia (OH); On-site; USD 52,000 - 73,000; Full time

Job summary

Emerge Recovery & Trade is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO and executive team. You will manage scheduling, correspondence, meeting coordination, and general office operations to enable strategic priorities.

You will screen communications, draft professional materials, maintain records, and assist with travel, board packets, and donor relations where applicable.

Qualifications

• Associate’s degree in Business Administration, Communications, or related field required.
• Minimum of 3 years of experience in an executive assistant or senior administrative support role.
• Nonprofit or healthcare experience preferred.
• Experience supporting C-level executives strongly preferred.

Responsibilities

• Manage CEO’s calendar, schedule appointments, and coordinate meetings.
• Screen calls, emails, and correspondence; prioritize items for CEO.
• Draft, proofread, and format communications, reports, and presentations.
• Maintain filing systems for executive correspondence and key documents.
• Oversee CRM and donor database functionality.
• Prepare board materials and meeting minutes; assist with travel and expenses.

Skills

Support C-level executives

Calendar management

Communication

Education

Associate’s degree in Business Administration, Communications, or related field

Bachelor’s degree preferred

Tools

Microsoft 365 Suite

Job description

Executive Assistant

At Emerge, our values guide how we live, lead, and serve. Rooted in faith and renewal, they reflect our mission to restore lives through hope, integrity, and purpose.

We Believe:

We offer grace and restoration, believing in second chances and the power of forgiveness.

We Excel:

We always grow and improve, pursuing continuous learning and a hunger for quality.

We Serve:

We put others first, leading with humility, empathy, and a willing spirit.

We Own:

We take responsibility for our actions and choices, demonstrating integrity through accountability.

We Rise:

We grow through challenges, remaining flexible, creative, and steadfast through adversity. If these resonate with you, we would love to connect to discuss opportunities at Emerge further!

Position Overview

The Executive Assistant provides high-level administrative support to the CEO and executive team by managing scheduling, correspondence, meeting coordination, and general office operations.

Principal Responsibilities

Executive Support

• Manage CEO’s calendar, schedule appointments, and coordinate internal and external meetings
• Screen calls, emails, and correspondence; prioritize items requiring CEO attention
• Draft, proofread, and format professional communications, reports, and presentations
• Maintain organized filing systems (digital and hard copy) for executive correspondence, contracts, and key documents
• Oversee the CRM and ensure optimal functioning of the donor database
• Provide support to the Director Development for donor-related meetings and other correspondence
• Record and prepare accurate meeting minutes for leadership and board meetings; track follow-up actions
• Support preparation of board packets, presentations, and meeting materials
• Assist with travel arrangements, expense reports, and conference registrations

Administrative & Office Support

• Oversee general administrative functions such as mail distribution, office supplies, and vendor coordination
• Maintain up-to-date organizational calendars, contact lists, and administrative procedures
• Support HR, Finance, Development, and Operations with routine administrative tasks as assigned
• Coordinate logistics for events, trainings, and meetings held on site

Receptionist & Front Office Duties

• Provide friendly and professional reception coverage as needed
• Greet and assist visitors, clients, and partners in a welcoming manner
• Answer incoming calls and direct inquiries appropriately
• Maintain client records according to the organization’s policies and procedures.
• Maintain organization, Ohio MHAS, and CARF required training
• Maintain strict confidentiality at all times
• Other duties as assigned

Required Knowledge, Abilities, and Working Conditions

Knowledge of: office administration practices and executive-level correspondence standards; meeting preparation, minute-taking, and recordkeeping procedures; Microsoft 365 Suite including Outlook, Teams, Word, Excel, PowerPoint, and OneDrive; confidentiality, HIPAA, and data privacy protocols.

Abilities: to anticipate executive needs and take initiative without direct supervision; to handle confidential information with discretion and professionalism; to work collaboratively across departments and with external partners; to maintain composure and efficiency in a fast-paced environment; to demonstrate reliability, adaptability, and a positive, service-oriented attitude.

Working Conditions: Standard office setting; may require weekend, evening, and holiday hours; may be exposed to clients who are potentially angry or violent; general exposure to standard office equipment (computers, monitors, copiers, etc.).

Qualifications and Education Requirements

• Associate’s degree in Business Administration, Communications, or related field required; Bachelor’s degree preferred.
• Minimum of 3 years of experience in an executive assistant or senior administrative support role.
• Nonprofit or healthcare experience preferred.
• Experience supporting C-level executives strongly preferred.