Executive Administrative Assistant

Executive Administrative Assistant (Full-Time) Job Title: Executive Administrative Assistant Full Time Department: Administration Reports To: Executive Director FLSA Status: Non-Exempt Position Summary The Executive Administrative Assistant provides high-level administrative support to the Executive Director while assisting with bookkeeping, grant administration, financial reporting, and daily office operations. This position serves as a key member of the administrative team, ensuring organizational efficiency, maintaining accurate financial and administrative records, and supporting compliance with federal, state, local, and private grant requirements. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality. This individual should possess strong executive administrative skills with working knowledge of bookkeeping principles and experience supporting grant-funded organizations. Essential Functions To perform this position successfully, an individual must be able to perform the following responsibilities: Executive & Administrative Support Provide executive-level administrative support to the Executive Director. Manage calendars, meetings, travel arrangements, and scheduling. Draft, edit, and prepare professional correspondence, reports, presentations, and meeting materials. Coordinate Board of Directors meetings, including meeting notices, agenda preparation, Zoom setup, minute distribution, and document management. Maintain confidential organizational records, contracts, policies, and personnel files. Assist with office management, purchasing, and administrative operations. Coordinate special projects and organizational events. Financial & Bookkeeping Support Assist with accounts payable by collecting, coding, organizing, and submitting invoices for processing. Review invoices for accuracy prior to payment processing. Maintain organized electronic financial records and supporting documentation. Assist with monthly bank reconciliations and expense tracking. Process employee reimbursements and maintain expense documentation. Assist with budget tracking and financial reporting. Support the preparation of monthly financial reports for management and the Board of Directors. Work collaboratively with the organization's external accounting firm and payroll provider. Grant Administration & Compliance Assist with administration of federal, state, county, and private grants. Track grant expenditures to ensure compliance with funding requirements. Prepare reimbursement requests and maintain supporting documentation. Assist with grant reporting and financial documentation. Maintain grant files and ensure audit-ready documentation. Support organizational compliance with grant regulations, procurement requirements, and funding agreements. Organizational Support Maintain operational dashboards and administrative reports. Coordinate electronic filing systems and document retention. Assist with policy and procedure updates. Support audits and financial reviews by organizing requested documentation. Provide general administrative support including answering phones, responding to emails, and managing incoming correspondence. Perform other duties as assigned. Knowledge, Skills & Abilities The successful candidate will possess: Exceptional organizational and time management skills. Ability to manage multiple projects with competing deadlines. Strong attention to detail and accuracy. Professional written and verbal communication skills. High level of discretion when handling confidential information. Working knowledge of bookkeeping and financial recordkeeping. Experience with expense management and accounts payable processes. Understanding of grant administration and financial reporting, particularly within federally funded programs. Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Experience using accounting software (QuickBoo…

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