Executive Administrator

Child Care Associates is a nonprofit focused on early education and care. The Executive Administrator leads and directs administrative support for the President & CEO, the Executive Office, and the Board of Directors. The role ensures smooth executive operations, effective board governance support, and coordination across senior leadership to advance the organization’s mission and strategic plan.

• Provide executive administrative support to the President & CEO including planning, scheduling, gatekeeping, and executive office coordination.
• Prepare and schedule materials for Board, executive, and senior management meetings; support materials for all-staff meetings and gatherings.
• Manage executive office supplies and handle corporate procurements and orders as needed.
• Process executive timecards, edits, and PTO requests.
• Coordinate with the front office team on mail, phone, visitor support, and related reception duties as required.
• Support signature routing and process advancement for documents requiring the President & CEO’s approval.
• Oversee executive floor conference rooms, workroom, and kitchen usage including scheduling and cleanliness; support safety measures on the executive floor.
• Field inquiries and requests on behalf of the President & CEO and facilitate efficient internal and external responses.
• Actively manage the CEO’s calendar by prioritizing commitments, resolving conflicts, and ensuring time is reserved for urgent matters.
• Arrange all aspects of CEO travel, including detailed itineraries and logistics.
• Coordinate meeting logistics including rooms, catering, presentation materials, and technology; steward virtual meetings for ease of use.
• Serve as Board of Directors administrator and liaison across multiple boards and committees, including scheduling, agendas, logistics, meals, minutes, and board packets via the online board platform.
• Maintain board correspondence, the secure board portal, distribution lists, key governance documents, and board/committee minutes and policies.
• Coordinate new board director orientation materials, handbook updates, portal onboarding, security badges, background checks, and annual forms.
• Monitor meeting attendance and support quorum planning and follow-up with directors as needed.
• Manage and support ongoing use of the board portal (currently BoardVantage), including scheduling and providing training support.
• Draft and proofread executive correspondence, presentations, documents, and agendas for accuracy as requested; maintain accurate board communications.
• Support executive strategy and implementation by partnering with senior leaders to improve systems, tools, communication, and coordination.
• Coordinate leadership team meetings, senior leadership meetings, retreats, annual all-staff events, annual fundraising events, and high-level community convenings.
• Support the CEO with senior-level recruitment, interview, and hiring processes.
• Perform other duties as required to support successful organizational operations.

• Education: Bachelor’s degree preferred (relevant work experience considered); business, marketing, communications, or related field desired.

• Experience: 3–5 years as a consultant, executive administrator, or senior project leader with significant executive exposure preferred.

• Excellent communication skills with ability to build trust, demonstrate authenticity, and follow through on commitments.

• Experience supporting and communicating with senior leaders, community leaders, executives, and/or a board of directors.

• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Zoom; ability to learn new technology quickly.

• Strong interpersonal, organizational, and time-management skills with high accuracy and attention to detail.

• Ability to handle and maintain sensitive and confidential information; exercise executive discretion on executive and board matters.

• Adaptive to changing needs and able to reprioritize tasks and projects; collaborative, cross-functional working style.

• Insured and reliable vehicle for transportation.

• Health and safety compliance including pre-employment/periodic physical exam, TB screening at hire (and periodically if needed), and background check/renewals as required.

• Physical: Ability to frequently walk, stand, and sit; repetitive hand use and reaching/turning; lift up to 30 pounds; vision requirements (close, distance, adjust focus); ability to twist, turn, kneel, bend, and stoop.

• Schedule: Not specified.

• Location: Not specified.

• Benefits/Perks: Not specified.

• Other: Role requires reliable transportation; compliance with health screenings and background checks; regular physical activity and occasional lifting up to 30 pounds.