Executive Assistant

Job TypeFull-timeDescriptionThe Executive Assistant is a key support to the VP/CPO and, occasionally, the CEO, providing essential administrative support. The position proactively optimizes the VP/CPO and CEO's schedule to organize their days and prioritize their time for executive-level, strategic work. The Executive Assistant will need strong time management skills, attention to detail, and a high level of discretion and professionalism in handling confidential information will be required. This role will be managing multiple duties and concurrent requests with varying deadlines.Cocoon House is committed to continually growing in our equity, diversity, and inclusion journey, and candidates with lived experience or who identify as BIPOC and/or LGBTQ+ are strongly encouraged to apply! We will also provide reasonable accommodation to qualified persons with disabilities upon request.Executive Assistant Duties & Responsibilities:Full-Time 40 hrs/week | On-siteSalary: $60,000-$63,000 DOEThis position is typically a 9am-5pm work schedule with required evening flexibility as needed for community events.Comprehensive administrative support for the assigned Executive, including calendar and inbox management, scheduling, and organizing daily work prioritiesTrack action items and deadlines to ensure timely completion of commitmentsCoordinate all aspects of the Executive's meetings and appointments, including booking spaces, preparing and distributing materials to attendees, taking notes, and conducting appropriate follow-up supportAttend meetings on behalf of the Executive and provide debrief and follow-up support as needed. These meetings include internal and external partner meetings.Support planning and execution of team events, leadership meetings, retreats, and partner site-visitsAssist with creation of presentation materials, spreadsheets, and various other documentsBook and coordinate travel arrangements for the Executive occasionallyBoard of Directors administrative supportCoordinate all aspects of monthly recurring and ad-hoc meetings, including preparing and distributing necessary materials, managing communications, and conducting appropriate follow-up supportManage purchasing and detailed expense tracking to appropriately allocateOther duties as assignedBenefits:Medical, Dental, and Vision health options with employer contributionMultilingual pay stipend403(b) retirement plan21 days of PTO accrued in first year10 agency-recognized holidaysPaid training & testing: CPR/first aid, food handler's permit, blood borne pathogens, abuse awareness, TB testing, and additional in-depth practical trainingsRequirementsSkills needed to be successful in this role:2-4 years of high-level executive support in a fast-paced environment.Maintains confidentiality and acts with discretionProficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, Teams/SharepointStrong verbal and written communication skills are vital to this position.Professionalism and commitment to Agency values required.Demonstrable skills in multiple calendar scheduling and maintenance.Ability to be proactive and step into multiple teams as needs arise.Self-starter and skills in qualitative problem solving and emotional intelligence skills needed.Willingness and ability to work on multiple projects simultaneously and maintain quality of product.Proven skills in project management, attention to detail, and deadline compliance required.General:High school diploma/GED or high school equivalencyMust be 21 years of age or olderDCYF background clearanceAcceptable driver's abstract with no more than 2 violations within last 3 yearsPossess a valid driver's license, auto insurance, and reliable transportationPhysical:Ability to effectively communicate with all internal and external clientsBe able to hear voices and alarms.Ability to read and comprehend a variety of materialsAbility to operate phone, computer, and record information for files and logsMust be able to lift up to 50 IbsMust have ability to run up and down indoor and outdoor stairwells in case of youth emergency.Go up and down stairsSalary Description