Overview

The Administrative Assistant provides high-level administrative and scheduling support to the Chief Executive Officer (CEO) and leadership team. This role plays a key part in ensuring efficient daily operations through effective coordination, organization, and communication.Position SummaryThe Administrative Assistant is responsible for calendar management, meeting coordination, task tracking, travel arrangements, records management, and general administrative support. This position supports leadership operations and helps maintain smooth internal workflows.This role is strictly administrative and does not include financial, contracting, or personnel decision-making authority.

Key Responsibilities

1. Executive Calendar & Scheduling SupportManage and maintain the CEO’s calendar, prioritizing meetings and commitments

Coordinate meeting logistics, including scheduling, agendas, and materials

Serve as the primary point of contact for scheduling requests involving the CEO2. Meeting & Task CoordinationSchedule recurring staff and leadership meetings

Track action items and follow up on assigned tasks

Maintain task tracking tools and provide updates as needed

Prepare and distribute meeting notes and summaries3. Travel CoordinationArrange travel for staff in accordance with company policies

Support leadership and board travel logistics when approved

Coordinate with internal teams to ensure proper documentation and approvals4. Records & File ManagementMaintain organized electronic filing systems

Support document control, retention, and accessibility

Assist in preparing and organizing executive and board materials5. General Administrative SupportProvide assistance with correspondence, document formatting, and coordination tasks

Support internal communication and information flow

Assist with onboarding logistics for staff, contractors, and volunteers

Support leadership initiatives and special projects6. Volunteer Coordination (Administrative Support Only)Maintain volunteer records and documentation

Assist with volunteer communications and scheduling

Support onboarding processes and materials

Authority & Limitations

No budgetary, purchasing, or contracting authority

No hiring, firing, or disciplinary responsibilities

Operates under established company policies and guidelines

Performs administrative and coordination functions only