Job Title: Executive Administrative Assistant to CEO/COO
Reports To: Chief Executive Officer
Location: State Office, Columbia, SC (hybrid)
Employment Type: Full-Time, Exempt
Send applications to [email protected].
Position Summary
The Executive Administrative Assistant provides high-level, confidential, and strategic administrative support to the Chief Executive Officer and Chief Operating Officer. This role requires exceptional judgment, discretion, organization, and communication skills, as well as the ability to manage competing priorities in a fast-paced environment. The position also oversees office operations and performs light bookkeeping and financial administrative tasks to support organizational efficiency.
This is a trusted, senior-level role suited for a highly skilled professional who anticipates needs, solves problems independently, and serves as a key operational partner to executive leadership.
Key Responsibilities
Executive Support (CEO & COO)
Manage complex calendars, scheduling, and meeting logistics for the CEO and COO
Coordinate internal and external meetings, board engagements, and executive travel
Prepare executive briefings, agendas, reports, presentations, and correspondence
Serve as a gatekeeper and liaison with board members, senior leaders, partners, and stakeholders
Handle sensitive and confidential matters with professionalism and discretion
Track priorities, deadlines, and follow-up actions to support executive decision-making
Support preparation for board meetings, leadership meetings, and strategic planning sessions
Office Management & Operations
Oversee daily office operations to ensure a smooth, professional, and efficient work environment
Manage office vendors, contracts, supplies, equipment, and facility needs
Coordinate onboarding logistics for new staff (workspace setup, systems access, supplies)
Maintain organized administrative systems, digital files, and records
Support internal communications, announcements, and office-wide coordination
Identify opportunities to improve administrative processes, systems, and workflows
Light Bookkeeping & Financial Administration
Process invoices, expense reports, reimbursements, and purchase requests
Track office and administrative budgets; monitor spending and flag discrepancies
Assist with basic accounts payable tasks and financial recordkeeping
Reconcile credit card statements and maintain organized financial documentation
Support audit preparation and documentation as needed
Coordinate with finance staff or external accountants to ensure accurate records
Communications & Project Support
Draft professional emails, memos, and external communications on behalf of executives
Support special projects, research, and reporting as assigned
Coordinate timelines, deliverables, and cross-departmental follow-ups
Maintain a high level of professionalism in all written and verbal communications
Qualifications
Education and Experience
5+ years of senior-level executive administrative experience supporting C-suite leaders
Demonstrated ability to manage multiple executives with competing priorities
Detailed-oriented, tech savvy
Experience supporting CEOs/COOs in nonprofit environments
Experience with QuickBooks, accounting platforms, or financial management systems
Project coordination or operations experience
Tech-savvy with CRM, project management, or HR platforms
Exceptional organizational, time management, and problem-solving skills
High emotional intelligence, professionalism, and discretion
Strong written and verbal communication skills
Advanced proficiency in Microsoft Office (calendar, docs, spreadsheets, presentations)
Comfort working with financial records, invoices, expense tracking, and light bookkeeping
Ability to anticipate needs, take initiative, and work independently
Required Skills and Competencies
Highly organized, detail-oriented, and reliable
Calm, adaptable, and solutions-focused under pressure
Polished, professional, and confident interacting with senior leaders
Proactive, anticipatory, and self-directed
Trustworthy with confidential information
Strong judgment and decision-making ability
*Parents of children with a child that has a disability, chronic health condition, or an individual with a disability are strongly encouraged to apply.
Send applications to [email protected].
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