Executive Assistant I

    TITLE:       JOB CODE:   FLSA: Exempt SALARY GRADE: 6 CATEGORY: Full-time UNION REPRESENTATION: NA SCHEDULE: LOCATION: Monday-Friday Onsite SUPERVISORY ROLE Y/N: REVISION DATE:   N 5/2026   POSITION OVERVIEW The Executive Assistant I (EA I) provides comprehensive administrative and operational support that enables senior leaders and their teams to operate efficiently and effectively.  This role supports day-to-day priorities through calendar management, meeting coordination, travel planning, and follow-up on action items, while independently managing processes, information, and administrative workflows to support business objectives. Operating within a centralized administrative team model, working with professionalism, discretion, and sound judgment, the EA I builds strong working relationships across the organization and with external partners.  The role supports confidential matters, contributes to clear communication and coordination, and adapts to varying levels of complexity and responsibility.  This position may take on increased ownership of projects, research, reporting, and coordination of additional administrative resources in support of organizational priorities.     ESSENTIAL DUTIES Office & Facilities Operations Serve as a primary point of contact for property management and building services, supporting timely communication and resolution of facilities-related needs to maintain a safe, functional, and professional office environment Coordinate office supplies, equipment, and vendor support, including ordering, inventory tracking, invoice processing, and receiving, to ensure continuity of operations Manage incoming and outgoing mail, including confidential and time-sensitive materials, with accuracy and discretion Prepare workspaces and coordinate onboarding and offboarding logistics for employees and visitors to support smooth transitions Support on-site meetings and events by coordinating logistics, catering, set up, and cleanup to ensure a positive and professional experience Assist with logistical preparation for board and executive meetings, including room setup, materials organization, and hospitality coordination   Administrative & Leadership Support Provide administrative support to senior leaders, including calendar coordination, travel arrangements, and expense processing Prepare, format, proofread, and organize documents and materials to support meetings, presentations, and leadership communications Manage multiple concurrent requests while maintaining confidentiality, responsiveness, and attention to detail Participate in EA team meetings and contribute to shared processes, documentation, and team initiatives to support consistency and efficiency   Process Improvement & Team Support Maintain and update administrative process documentation, identifying opportunities for improved efficiency and standardization and escalating recommendations as appropriate Provide backup coverage for other EA team members as needed to ensure continuity of operations Share best practices and support knowledge transfer across the EA team to promote consistent service delivery Support cross-functional initiatives and meetings, as assigned in alignment with organizational priorities Complete required compliance training timely   Technology & Digital Tools Utilize core digital tools (e.g., Microsoft Office 365, SharePoint, OneDrive) to support daily administrative tasks and information management Apply basic automation tools such as calendar scheduling features, templates, and workflow reminders to reduce manual effort and errors Participate in training related to new technologies and AI-enabled tools, supporting continuous improvement and digital readiness Perform position-specific responsibilities and other duties as assigned in support of executive operations and organizational objectives     ROLE COMPETENCIES/SKILLS Attention to Detail Collaboration & Communication Diversity & Inclusion Execution & Ownership Time Management Managing Complexity Customer Service Dealing with Ambiguity Analytical Thinking Critical Thinking   Process Improvement Relationship Management     ENVIRONMENT, PHYSICAL & MENTAL ACTIVITIES The incumbent is in a non-confined office-type setting in which they are free to move about at will.  It may include some minor annoyances such as noise, odors, drafts, etc. For Hybrid and Remote roles, work may also be performed away from BSB worksites depending on the position and requirements. For Hybrid/Remote work, employees are required to have an environment when working at home that has a dependable, high-speed internet connection and environment conducive to frequent phone or internet calls where private, confidential or other information is not visible, able to be overheard, or physically or electronically accessible to anyone else. The incumbent in the course of performing this position spends time writing, typing, speaking, listening, lifting (up to 10 pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, pulling, walking, standing, squatting, kneeling and reaching. The incumbent for this position may operate any or all of the following: personal computer, cellular telephone, printer, and other standard office equipment. The incumbent in this position must be able to accommodate reading documents or instruments, detailed work, problem solving, customer contact, reasoning, math, language, presentations, verbal and written communication, analytical reasoning, stress, multiple concurrent tasks and constant interruptions. The work environment characteristics, physical and mental demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.     POSITION REQUIREMENTS Minimum Qualifications High School Diploma or equivalent Three (3) or more years of relevant professional administrative or office support experience Experience supporting senior leaders in a professional environment Working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and collaborative tools such as SharePoint and OneDrive; skills assessment required Ability to manage multiple tasks and priorities with professionalism, discretion, accuracy, and timely follow-through Strong communication, organizational, and collaboration skills Ability to travel domestically as required to support meetings, trainings, or events Notary Commission Preferred Qualifications Associate degree or equivalent coursework Six (6) or more years of relevant professional experience     Management reserves the right to change this position description at any time according to business needs.