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

Rise Life Services

Latest Jobs

Executive Administrative Assistant