Executive Assistant to the Executive Director of Customer Support and Facilities Management

Position Purpose

The Executive Assistant provides high-level, confidential administrative and operational support to the Executive Director, enhancing effectiveness through strategic coordination, communication management, and project support.

This role serves as an extension of the Executive Director, ensuring alignment across departments, building inter-departmental relationships, facilitating meetings and calendar management, providing budgetary support, ensuring the successful completion of self-led projects, and upholding organizational excellence with professionalism, discretion, and sound judgment.

Essential Duties

• Provide professional executive administrative support to the Executive Director of Communications, Product Services, Facilities, Grounds, Transportation, and Custodial departments.
• Provide comprehensive calendar and email management, meeting coordination, and travel planning.
• Serve as a representative of the Executive Director in meetings and communications, exercising professional discretion, sound judgment, and follow-through.
• Act as gatekeeper and liaison, managing communication flow while fostering strong working relationships across departments.
• Prepare, edit, and manage professional correspondence, reports, presentations, and internal documents with a high standard of accuracy and clarity.
• Coordinate meetings end-to-end, including agenda development, room or virtual setup (Zoom/Teams), minute-taking, and tracking action items to completion.
• Support project coordination by tracking milestones, deliverables, and progress across multiple departments.
• Conduct research, compile data, and prepare reports to support strategic decision-making.
• Execute financial processes, including running departmental financial reports (Martus), processing invoices (Sage Intacct), submitting purchase requests, and coordinating vendor payments.
• Reconcile credit card transactions, receipts, and expense reports for the Execut...