Executive Office Administrator

Familylinks; Pittsburgh (Allegheny County); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental & vision insurance

Paid time off

Holidays & training

Recognition program

Referral program

Tuition reimbursement

Student loan forgiveness

RBT/BCBA supervision training

403(b) plan with employer match

Career advancement

Salary $55k–60k annually

Job summary

Familylinks seeks an Executive Office Administrator to coordinate the CEO’s priorities, monitor commitments, and ensure timely execution of initiatives. You will manage calendars, communications, and confidential information with tact and discretion.

The role partners with the President & CEO, supporting governance, operations, and special projects. Strong organizational and interpersonal skills, plus experience at an executive level, are essential.

Qualifications

• Bachelor’s degree required.
• 2–3 years of prior experience in a role handling sensitive information.
• Exceptional communication skills and diplomacy.
• Excellent organization and time management.
• Prior executive-level experience preferred.

Responsibilities

• Coordinate executive office operations and calendars.
• Monitor CEO commitments and strategic initiatives.
• Draft minutes and prepare board materials.
• Coordinate meetings, travel and logistics.
• Maintain confidentiality and professionalism.
• Support meetings with technology and AV needs.

Skills

Communication skills

Diplomacy

Time management

Relationship management

Independent work

Adaptability

Executive support experience

Education

Bachelor's degree

Tools

Meeting technologies

Microsoft Office

Remote management tools

Job description

What perks does Familylinks offer?

• Opportunity for low to no cost medical insurance
• Free Dental/Vision Insurance
• Generous PTO
• Paid Holidays, Clearances, and Training
• Employee Recognition Program
• Employee Referral Program
• Tuition Reimbursement and Eligibility for Student Loan Forgiveness
• Free Supervision and Paid Training for RBT/BCBA Certification
• Optional 403(b) Retirement Plan w/ Employer Match
• Career Advancement Opportunities
• Compensation: $55k-60k/annually

Position Summary

The Executive Office Administrator serves as chief coordinator of executive office priorities by maintaining a comprehensive system for monitoring CEO commitments, strategic initiatives, board directives, leadership team action items, and external obligations, ensuring accountability, visibility, and timely execution across the organization.

Serves as the President & CEO’s tactical administrative partner by monitoring priorities, tracking commitments, managing follow-up on critical initiatives, and ensuring timely completion of executive action items. Demonstrates professionalism, diplomacy, sound judgment, and exceptional customer service while interacting with individuals at all levels of the organization and community.

Job Duties

Office Administration

• Develops a comprehensive understanding of executive office operations and organizational workflows; proactively identifies and implements process improvements, leveraging technology and automation to increase efficiency, accuracy, and service quality.
• Manage the day-to-day activities of the executive office and, particularly the office of the President & CEO.Tasks include managing an active calendar of appointments, continuously re-prioritizing conflicting needs and managing incoming communications. Establish and maintain systems, procedures, and documentation necessary to ensure continuity of critical executive office functions.
• Serves as the primary representative of the Executive Office, fostering professional relationships with staff, board members, community partners, donors, government agencies, and external stakeholders.
• Exercises exceptional judgment in evaluating, prioritizing, and elevating issues requiring executive attention while ensuring timely communication and appropriate response to routine matters.
• Maintain confidentiality and exercise discretion in all internal and external communications.
• Maintains executive office records in accordance with organizational policies, retention schedules, confidentiality requirements, and applicable regulatory standards.
• Drafts, edits, proofreads, and manages executive correspondence, presentations, reports, and communications on behalf of the President & CEO, ensuring professionalism, accuracy, and consistency with organizational messaging.
• Strategically manages the President & CEO’s schedule to align executive time with organizational priorities, board obligations, fundraising activities, community engagement, and operational needs.
• Facilitate communication and positive relationships between members of the Executive and Leadership Teams, between the Executive Team and staff/departments as well as between Familylinks and other organizations/agencies.
• Responsible for general office administration including fielding executive level phone calls, mail and email prioritization, and visitor management to ensure efficient use of executive office time and schedules in accordance with organizational priorities. Additionally, ordering supplies for the Highland building and maintaining accurate and organized procedure manuals, and files in compliance with external agencies.
• Schedule internal and external meetings and conferences, and handle associated reservations, meeting rooms and/or hospitality. Ensure confirmation and proper follow-up. Coordinate travel arrangements.
• Maintain subscriptions, organization memberships and related payments in a centralized system, and prompt annual review of subscriptions for effective use of organizational resources.
• Arrange for or provides notary services for the organization as needed.
• The EA positions themselves as the technology expert for all meeting technology in the Highland building including video conferencing, ambient listening / notetaking, electronic scheduling assistance and associated accounts. Supports meetings that require technology assistance.

Board of Director/ Governance Support

• Serve as the unofficial secretary for the Board of Directors, staffing all Board meetings and Board committee meetings, and drafting all minutes for approval by the Board Secretary and committee chairs. Adheres to guidelines for timeliness in communication and deliverables.
• Serve as the CEO’s liaison among board members and between board members and staff.
• Manages the board portal to ensure organization is intuitive and information is easy to locate and retrieve. Serves as the organizational expert for all functions of the portal and regularly interacts with the Familylinks and affiliate boards to support seamless utilization, including regular and on-demand training.
• Coordinates the annual board calendar, ensuring timely preparation and distribution of meeting materials in accordance with bylaws, governance policies, and established timelines for all board meetings, committee meetings and activities such as the annual retreat and board tours.
• Maintains official board records, resolutions, committee charters, and governance documents to support organizational compliance and accreditation requirements.
• Tracks board and committee action items and follows up with responsible staff to ensure timely completion of deliverables.

Executive Coordinating/ Project Management

• Develops, maintains, and continuously improves the organization’s contract management system, including approval workflows, centralized document storage, renewal monitoring, reporting, and compliance tracking.
• Supports the President & CEO in monitoring strategic initiatives by tracking key projects, deadlines, deliverables, and follow-up activities; prepares status reports and reminders to promote accountability and timely execution.
• Leads planning and execution of executive-level meetings, retreats, special events, and organizational functions, ensuring coordination of logistics, materials, communications, technology, and hospitality requirements.

General Assignments

• Record time and attendance via Human Resources Information Systems and Timekeeping system as applicable
• Attend meetings/training as requested/required
• Other duties as assigned
• Adhere to laws, regulations, and internal policies and procedures, including those related to maintaining client confidentiality such as HIPAA

Education and Qualifications

• Bachelor’s degree required
• Two to three years of prior experience in a support role that requires handling of sensitive information in an office setting is required
• Exceptional communication skills and diplomacy are required.
• Exceptional organization and time management skills, attention to detail and relationship management required
• Ability to work independently and adapt to a changing environment required
• Prior experience working at an executive level is highly preferred
• Expertise with meeting technologies, Office Suite, remote management is required
• Understanding of the human services / social services landscape is a plus

Working Conditions

• Extended periods of sitting.
• Primarily in-office with little remote work.
• Flexibility to work evenings as needed.
• Highly adaptable with the ability to function in an environment of shifting priorities and multiple demands
• Will occasionally lift and carry 10-15 lbs.

Familylinks takes pride in its status as an Equal Opportunity Employer. Our policies, applicable to both current team members and prospective candidates, prohibit discrimination based on race, color, religious creed, disability, ancestry, national origin, age, sex assigned at birth, sexual orientation, transgender identity, gender transition, gender identity, gender expression, military or veteran status.

Find other positions that you may be interested in here: https://familylinks.e3applicants.com/careers