Executive Assistant

POSITION SUMMARY

The Executive Assistant provides comprehensive administrative, organizational, and operational support to the Executive Director and assists with the overall functioning of Transitions Life Center (TLC). This position plays an important role in supporting the organization's mission, maintaining efficient office operations, assisting with program needs, and contributing to fundraising and organizational initiatives.

The ideal candidate is highly organized, detail-oriented, dependable, and capable of managing multiple priorities while maintaining the highest standards of professionalism, confidentiality, and integrity. The Executive Assistant is expected to uphold TLC's policies and procedures, demonstrate a commitment to the organization's mission and its members, and collaborate with staff across departments to support daily operations and organizational goals.

PRIMARY DUTIES AND RESPONSIBILITIES

The following responsibilities are intended to illustrate the general scope of work associated with this position. The omission of a specific duty does not exclude it from the position if it is reasonably related to the role or necessary to support organizational operations. Responsibilities may be modified or expanded as organizational needs evolve.

1. Administrative and Executive Support

· Provide direct administrative and logistical support to the Executive Director, including scheduling, correspondence, recordkeeping, document preparation, and general office coordination.

· Maintain accurate, organized, and confidential records for TLC and the Executive Director.

· Coordinate meetings, including scheduling, distributing reminders, preparing materials, and arranging necessary supplies and resources.

· Answer incoming phone calls and respond to inquiries professionally, directing communications to the appropriate staff member when necessary.

· Prepare, organize, and maintain Board of Directors files and records, ensuring information is current and readily accessible to authorized personnel.

· Transcribe and format Board meeting minutes in the approved organizational format and submit them within 7 days of each meeting.

· Assist the Executive Director with implementing, organizing, and maintaining office policies and procedures.

· Develop task lists, maintain appropriate logs and records, and assist with tracking administrative deadlines and follow-up items.

2. Office Operations and Supply Management

· Monitor office supply inventory and order supplies, materials, and other approved resources as needed to support daily operations.

· Coordinate supply requests and purchases in accordance with organizational procedures, established budgets, and approval requirements.

· Help maintain an organized, professional, and functional office environment.

· Assist with coordinating deliveries, equipment, office materials, and other operational needs.

· Support general office functions and help ensure continuity of operations during periods of increased workload or staffing shortages.

3. Payroll and Personnel Support

· Prepare and submit payroll accurately and in a timely manner, ensuring appropriate accounting of hours worked, paid time off (PTO), and applicable TLC policies and procedures.

· Maintain the confidentiality and security of payroll, personnel, and other sensitive organizational information.

· Provide administrative assistance with personnel-related records and tasks as directed by the Executive Director.

4. Grant & Governmental Agency Organizational Recordkeeping

· Help maintain organized and up-to-date grant files, including supporting documents, correspondence, and related administrative records.

· Assist with gathering, organizing, and preparing information needed for grant applications, reports, and other organizational requirements as directed.

· Support the maintenance of accurate organizational records in accordance with applicable policies and procedures.

5. Cross-Departmental and Operational Coverage

· Provide temporary administrative and office support during the extended absence of a staff member to help maintain continuity of essential operations.

· Assist with duties across departments when needed, within the scope of training, assigned responsibilities, and organizational policies.

· Demonstrate flexibility in responding to changing priorities, special projects, and emerging organizational needs.

· Communicate operational concerns, supply needs, outstanding administrative matters, and potential service interruptions to the Executive Director in a timely manner.

· Work collaboratively with team members to support the organization's overall effectiveness and ensure essential office functions continue during periods of transition or increased demand.

6. General Responsibilities

· Maintain strict confidentiality regarding member, personnel, donor, financial, and organizational information.

· Uphold TLC's mission, values, policies, procedures, and standards of professionalism in all work-related activities.

· Demonstrate strong organizational, time-management, communication, problem-solving, and multitasking skills.

· Maintain appropriate professional boundaries and exercise sound judgment when handling sensitive matters.

· Follow established reporting structures and obtain authorization before making decisions or commitments outside the scope of assigned responsibilities.

· Perform other related duties as assigned by the Executive Director to support the effective operation of Transitions Life Center.

QUALIFICATIONS AND CORE COMPETENCIES

· Strong organizational, administrative, and time-management skills.

· Excellent written and verbal communication skills.

· Ability to manage multiple responsibilities, prioritize competing demands, and meet established deadlines.

· Demonstrated professionalism, discretion, integrity, and commitment to confidentiality.

· Ability to work independently on assigned tasks while recognizing when direction or approval is required.

· Strong interpersonal skills and the ability to collaborate effectively with staff, leadership, members, families, donors, and community partners.

· Proficiency with standard office software, electronic records, email, and administrative systems.

· Flexibility and willingness to assist with evolving organizational needs, including program support, fundraising events, supply management, and temporary cross-departmental coverage.

· Prior administrative or executive support experience required.

Pay: $20.50 - $22.50 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person