The Executive Staff Assistant provides comprehensive administrative support to the CPO while offering logistical and operational assistance to the RISAS’s Prevention, Youth Leadership, and Student Assistance Program. This role involves managing high-level executive tasks, coordinating training sessions, handling data management, and supporting day-to-day program operations.

Qualifications: Essential Duties and Responsibilities (including but not limited to):

Executive Administrative Support (CPO):

• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Answer the telephone and manage incoming communications. 
• Handle confidential correspondence, prioritize communications, and manage incoming requests 
• Manage special projects.
• Scan, copy and prepare CPO for meetings. 
• Coordinate travel arrangements, prepare itineraries, and handle expense reports.

Training Coordination;

• Prepare for training: coordinate logistics, send invitations, maintain RSVP lists, create name tags and table tents, manage room assignments, arrange catering, and prepare attendance/sign-in sheets.
• Coordinate and request Continuing Education Unit (CEU) credentials for training participants and send thank-you notes to presenters.

Data Support:

• Manage staff access to data systems. 
• Update data spreadsheets and systems. 
• Create and analyze reports, flagging any outliers for further review.
• Respond to data-related inquiries and provide relevant insights using data.
• Manage cross-departmental file/ SharePoint file storage 

Program Support:

• Ensure staff have the tools and resources needed for day-to-day program management. 
• Delegate activities in partnership with interdepartmental administrative staff. 
• Manage access to shared websites and program resources.
• Post positive social media messages 
• Create collateral, documents, binders, and resource manuals. Print and distribute as requested. 
• Updating directories, mailing lists, etc. 
• Keep inventory of materials. Order materials and organize for distribution. 
• Coordinate stuffing, shipping, and mailing of program materials.

Meeting Coordination and Documentation:

• Attend meetings, take notes, and transcribe minutes.

Other Duties that may be assigned based on the incumbent’s skills, interests, and organization needs: 

• Represent Coastline EAP/RISAS at community meetings and events; as requested.

• Proven experience as an Executive Assistant, preferably supporting C-suite executives and program operations.
• Strong organizational and time management skills with exceptional attention to detail.
• Proficiency with virtual meeting platforms, design tools (e.g., Canva), and HR systems (e.g., Paylocity).
• Experience with data management, including report creation and analysis.
• Excellent written and verbal communication skills, with the ability to manage sensitive information discreetly.
• Ability to multitask and work independently in a fast-paced environment.

Skills and Competencies:

• Ability to manage multiple tasks, priorities, and deadlines simultaneously.
• Expertise in coordinating complex schedules and managing event logistics.
• Strong verbal and written communication skills, enabling precise, professional interactions with internal and external stakeholders.
• Proficiency in managing time effectively, prioritizing urgent tasks, and supporting multiple executives and programs efficiently.
• Ability to prepare concise reports, meeting minutes, and business correspondence.
• Action-oriented with the ability to work in a fast-paced environment.
• Strong work ethic, flexibility, and multitasking abilities.
• Proficiency in Microsoft Office software and data collection systems.
• Analytical mindset to handle challenges proactively, resolve scheduling conflicts, and troubleshoot issues as they arise.
• Ability to handle sensitive information with discretion, particularly when managing communications and tasks for the CPO.

Hours & Attendance Requirements: 37.5-hour workweek (M-F) with some flexibility to work early mornings or evenings based on the needs of program needs. 

Work Environment / Physical Demands:

• Must be able to use telephone and computer.
• Must be able to move 20 lbs. or promotional materials as needed.
• Local travel required. Must be able to visit schools and other sites if needed.