Executive Administrative Assistant

Executive Administrative Assistant

We’re looking for a highly organized and personable Executive Administrative Assistant to support our leadership team and help keep our organization moving forward. This is an opportunity for someone who thrives in a fast-paced environment, enjoys being a trusted resource to others, and takes pride in making things run smoothly. If you’re detail-oriented, proactive, and enjoy being at the center of a collaborative team, we’d love to meet you!

Reports to: Chief Executive Officer (CEO) (Provides administrative support to VP of Operations; VP of Development and Communications; Director of Dental Services)

Direct Reports: N/A

FLSA Classification: Non-Exempt

About the Job:

The Executive Administrative Assistant plays a key role in supporting organizational effectiveness through the executive team leadership support, board and committee coordination, and oversight of office operations. This includes managing leadership team member’s calendars, meetings, and materials; coordinating board, committee, department, team meetings and training, agendas, minutes, and governance records; event admin support and coordination; support and overseeing day-to-day office systems, supplies, records, and administrative processes. This position ensures leadership priorities are organized and executed efficiently, governance activities are well-coordinated, and office operations run smoothly.

Mission Accountabilities:

1.) Upholds the mission, vision, and core values of Community Smiles Dental by consistently demonstrating inclusivity, professionalism, quality, compassion, and community in all aspects of the roles.

2.) Positively contributes to building a highly inclusive culture where team members can thrive and represent CSD’s core values to the best of their ability.

3.) Maintains strong and positive working and interpersonal relationships with all employed at Community Smiles Dental including interns, externs and volunteers.

4.)Understands and complies with all employment policies and procedures defined by Community Smiles Dental.

Major Accountabilities:

1.) Provides comprehensive administrative support to the Leadership team, including calendar management, meeting coordination, preparation of materials.

2.) Coordinates Board of Directors and committee activities, including meeting scheduling, agenda preparation, development of meeting materials, documentation of minutes, maintenance of records, and follow-up communication.

3.) Oversees daily office operations, including management of administrative processes, office systems, supplies, records management, and workplace needs to support an efficient and organized environment.

General Responsibilities:

• Under the area of leadership administration:
• Provides high-level administrative support to the leadership team, including calendar management, meeting coordination, date reminders.
• Coordinates leadership member meetings, agendas, notes, and action item tracking to support organizational alignment.
• Develops and designs presentation materials, including slide decks for team meetings, staff training, and leadership presentations, ensuring content is clear, visually consistent, and aligned with organizational messaging and objectives.
• Assists with preparation for team meetings, strategic discussions, and organizational initiatives.
• Tracks deadlines, commitments, and follow-up items to ensure timely completion.
• Supports leadership-level communication with internal teams, partners, donors, and community stakeholders.
• Tracks data and information in internal systems
• Provide administrative support for Community Smiles Dental’s two annual fundraising events, including assistance with guest registration systems, seating assignments, name tag preparation, and other event logistics as needed.
• Support Development Team printing and mailing needs, including weekly donor acknowledgments, quarterly newsletters, annual reports, direct mail appeals, and other donor communications.
• Help maintain CSD’s Amazon Wishlist by keeping items current, monitoring incoming donations, and tracking donated items for acknowledgment and reporting purposes.
• Supports administrative functions of CSD’s finance team through execution of daily bookkeeping duties such as mail opening and deposit preparation.
• Under the area of board support, this position:
• Supports the CEO, board of directors and board committees and executive leadership council (ELC) administratively through organizing and communicating meeting details, meeting planning, preparing agendas and meeting notes, and compiling and sending out board materials.
• Assists in tracking board, ELC, and committee action items and outputs, as directed by the respective staff lead for the group.
• Coordinates board and committee meetings, including scheduling, preparation of agendas, meeting materials, presentations, and supporting documentation.
• Prepares and distributes meeting packets, minutes, action items, and follow-up communications.
• Maintains accurate board records, calendars, rosters, and governance documentation.
• Supports board committees through meeting coordination, documentation, and follow-up tracking.
• Serves as an administrative liaison between board members, executive leadership council, and internal leadership teams.
• Assists with annual board activities, organizational events, and strategic initiatives.
• Under the area of office management, this position:
• Manages shared office use areas including, but not limited to office supply inventory and storage, internal filing systems (both physical files and electronic files) and technology including phone systems and information security functions.
• Coordinates monthly staff birthday and work anniversary celebrations.
• Fosters and improves interoffice communication amongst CSD’s administrative team including group emails and calendar invites when appropriate.
• All other duties as assigned in accordance with the specific position.

Requirements/Education/Qualifications

Minimum:

• Ability to understand, demonstrate and support the mission, vision and core values of Community Smiles Dental.
• Completion of high school degree or GED equivalent and 2 years of administrative assistant experience performing duties related to this position.
• One year of experience working with a board and meeting agenda.
• Experience with Microsoft Office Suite and Google Suite, especially Word, Powerpoint, and Excel.
• Prior knowledge and/or ability to set up and use electronic office equipment to facilitate meetings.

Preferred:

• Completion of technical college certificate or associate degree in written communication, customer service specialist, office technology assistant, or related field of study.
• Prior experience in the community-based or nonprofit sector.

All Other Knowledge, Abilities, & Working Conditions

• Ability to work with and frequently look at computer monitors throughout the day.
• Ability to sit for prolonged periods of time.
• Ability to work in close proximity with other team members.
• Ability to use hands and wrists continuously to accomplish small motor skills.
• Ability to occasionally lift and/or slide 10-20lbs at a time.
• Ability to effectively respond to varying situations using logical reasoning and decision making throughout the clinic day.
• Ability to focus on the task at hand and see it through completion while managing other pressing and competing priorities.
• Effective oral and written communication skills.
• Ability to work independently with minimal supervision and instruction.
• Ability to use interpersonal skills including professionalism, logical reasoning and decision making when interacting with others.
• Ability to contribute to the priorities and needs of the team.
• Ability to follow instructions and office protocols.
• Ability to maintain confidentiality in regards to sensitive and protected information.
• Ability to effectively prioritize and multi-task throughout the day.