Executive Assistant

Kids for the Future; Torrington (WY); On-site; USD 62,000 - 72,000; Full time

Job summary

The Executive Assistant at St. Joseph's Children’s Home provides high-level administrative support to the Executive Director and leadership staff, ensuring efficient operations and effective communication.

The role handles scheduling, correspondence, and confidential information with discretion in a mission-driven environment. Key duties include preparing reports, coordinating travel, setting agendas, recording minutes, and supporting board activities while maintaining organized filing systems

Qualifications

• High School Diploma or equivalent with five or more years' experience in executive-level administrative support.
• Bachelor's degree in Business Administration, Communications, or related field preferred.
• Experience supporting senior leadership in complex organizations.
• Ability to handle confidential information with discretion.
• Strong interpersonal and written communication skills.

Responsibilities

• Provide high-level administrative support to the Executive Director and assigned Leadership staff to support organizational strategies and priorities.
• Prepare correspondence, reports, presentations and other documents on behalf of the Executive Director and leadership staff.
• Manage and maintain the Executive Director's calendar, including scheduling meetings and coordinating logistics.
• Coordinate Executive Director and leadership travel logistics, including transportation and lodging.
• Assist in scheduling meetings of the Board of Directors; prepare agendas and minutes.
• Organize leadership and staff meetings, including reminders, materials and minutes as needed.
• Track action items and deadlines from meetings to ensure accountability.
• Develop PowerPoint presentations, spreadsheets, and executive materials as needed.

Skills

Communication

Calendar management

Travel coordination

Microsoft Office

Discretion

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

• Location 1419 MAIN ST,Torrington, WY, 82240-3340,United States
• Base Pay $62,000.00 - $72,000.00 / Year
• Employee Type FT Non-Exempt
• Required Degree High school

Contact information

• Name Devin Prather
• Phone [phone]
• Email [e-mail]

Description

Knowledge and Abilities:

• Highly motivated to strongly support the overall mission of St. Joseph's Children's Home
• Exceptional interpersonal, verbal and written communication skills
• Excellent organizational skills and strong attention to detail
• Excellent time management skills with proven ability to manage multiple priorities and meet deadlines
• Outstanding judgement, discretion and sensitivity in handling confidential information
• Ability to anticipate needs and proactively resolve issues
• Experience supporting senior leadership in complex organization
• Experience working in healthcare or human services setting preferred
• Proficiency in Microsoft Office Suite and relevant system applications
• Ability to work independently while maintaining strong collaborative relationships

Resident and staff privacy and confidentiality is protected at all times. Minimum necessary access to resident and staff records and information is assigned based on the job duties and responsibilities outlined below.

Key Areas of Responsibility:

Culture and Mission:

• Represent the Executive Director's Office and St. Joseph's Children's Home by living out our organizational values daily.
• Support the mission of St. Joseph's including spiritual formation as part of healing.
• Provide high-level administrative support and assistance to Executive Director and assigned Leadership staff to support the development and implementation of organizational strategies and priorities.
• Prepare correspondence, reports, presentations and other documents on behalf of the Executive Director and assigned Leadership Staff. Handle printing, copying, mail, and document management.
• Serve as liaison between the Executive Director, staff, Board members, external partners, and the public including receiving and screening calls, managing inquiries, and directing communication appropriately.
• Manage and maintain the Executive Director's calendar, including scheduling meetings, prioritizing time-sensitive matters and coordinating logistics.
• Keep Executive Director informed of urgent, emerging or priority issues requiring attention or follow-up.
• Coordinate Executive Director and assigned Leadership staff travel logistics, including transportation, lodging and itineraries.
• Assist in scheduling meetings of the Board of Directors and its Committees; prepare and distribute of meeting agendas and meeting materials; attend meetings and record draft minutes.
• Organize and prepare for leadership and staff meetings, including scheduling, sending reminders, preparing materials, and recording minutes as needed.
• Track action items, deadlines, and follow-up tasks resulting from executive, board, and leadership meetings to ensure accountability and completion.
• Complete special projects as assigned including development of PowerPoint presentations, spreadsheets, reports, and other executive materials.

Organizational & Administrative Support:

• Maintain organized electronic and physical filing systems related to executive and board operations.
• Assist with coordination of internal communications and leadership-level initiatives.
• Support cross-departmental collaboration by facilitating communication and scheduling across leadership and departments.

Support Services:

• Assist with rotation of mail processing and daily deposits.
• Demonstrate flexibility and teamwork to support the overall operations of the organization and ensure positive outcomes for youth and staff.

Other Duties and Responsibilities:

• Participate in the development and maintenance of policies and procedures.
• Ensure the mission of St. Joseph's, including the spiritual formation of residents, is supported through professional conduct and service.
• Perform other duties as assigned, including providing support to other departments and Leadership staff as needed and directed.

Requirements

High School Diploma or equivalent with five or more years' experience in executive-level administrative support; Bachelor's degree in Business Administration, Communications, or related field preferred.

Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Director and assigned leadership staff. This role requires a high degree of integrity, professionalism, discretion, and initiative and is responsible for ensuring efficient operations, effective communication, and seamless coordination of executive, board, and organizational priorities. The position supports the mission of St. Joseph's Children's Home by enabling leadership to focus on strategic and organizational goals.