"Alerted.org

Executive Administrative Assistant

Job Details

Job Location

Main Office - Riverhead, NY

Position Type

Full Time

Education Level

High School

Salary Range

$60000.00 - $60000.00 Salary/year

Job Shift

Day

Job Category

Admin - Clerical

Description

Executive Administrative Assistant

Reports To: Chief Executive Officer (CEO)Location:Main Office (901East Man Street, Riverhead, NY)Status:Full-time, Non-Exempt (Monday thru Friday 8a-430p)

Position Overview

The Executive Administrative Assistant provides high-level administrative support to the CEO and Leadership Team, ensuring efficient operation of the executive office. This position also oversees front desk operations to maintain a professional, welcoming, and organized environment for staff, visitors, and stakeholders. The ideal candidate will be proactive, detail-oriented, and able to manage multiple priorities in a fast-paced nonprofit setting while maintaining confidentiality and professionalism.

Key Responsibilities

Executive Support

+ Serve as the primary point of contact for the CEO, managing calendars, appointments, and correspondence.

+ Prepare and edit internal and external communications, including reports, presentations, and board materials.

+ Coordinate executive meetings, take minutes, and track follow-up actions.

+ Assist with board and committee logistics, including meeting scheduling, documentation, and communication.

+ Handle confidential information with discretion and professionalism.

+ Support organizational planning and project tracking for executive initiatives.

Front Desk Oversight

+ Ensure a positive visitor experience.

+ Oversee reception operations, including greeting visitors, answering phones, and managing inquiries.

+ Develop and maintain front desk procedures and communication standards.

+ Ensure lobby/reception areas are clean, organized, and aligned with agency branding.

+ Manage incoming and outgoing mail, deliveries, and administrative supplies.

Administrative Coordination

+ Manage agency-wide scheduling of conference rooms, appointments, and agency-wide communications.

+ Support HR or facilities functions as assigned (e.g., onboarding setup, access badges, or maintenance requests).

+ Assist with inventory and supply management for the main office and break room, ensuring adequate stock levels

+ Manage the receipt and distribution of checks and payments from various departments, maintaining accurate logs and ensuring timely coordination with the Accounting Department.

+ Assist in the coordination of agency events and executive outreach efforts.

+ Maintain accurate records, filing systems, and databases.

Qualifications

+ Associate’s or bachelor’s degree in business administration, Communications, or related field preferred.

+ Minimum of 3 years’ experience in administrative or executive support; nonprofit experience a plus.

+ Strong organizational, time management, and multitasking skills.

+ Excellent written and verbal communication skills.

+ Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

+ Professional demeanor, confidentiality, and ability to interact effectively with diverse stakeholders.

+ Supervisory or team lead experience preferred.

Physical & Environmental Requirements

+ Ability to sit or stand for extended periods.

+ Regular interaction with staff, clients, and external partners in person and via phone/email.

+ Occasional lifting of up to 25 lbs.

Personal Attributes

+ Mission-driven with a passion for supporting individuals with disabilities and mental health needs.

+ Professional, polished, and approachable demeanor.

+ Demonstrated integrity, accountability, and follow-through.

+ Flexible, resourceful, and team-oriented with a collaborative mindset.

Compensation & Benefits

+ Salary: $60,000 annually

+ Health, dental, and vision insurance

+ Paid time off, sick leave, and holidays

+ Retirement plan options

+ Professional development and training opportunities