Executive Assistant

EXECUTIVE ASSISTANT
JOB DESCRIPTION
EXECUTIVE ASSISTANT
Department
Administration
Position Title
Executive Assistant
Employment Type
Full-Time
FLSA Status
Exempt
Reports To
Executive Director
Scope of Supervision
None
POSITION SUMMARY
The Executive Assistant provides high-level executive, administrative, and strategic support to the Executive Director while serving as the agency's primary coordinator for Comprehensive Administrative Review (CAR) monitoring and Community Services Block Grant (CSBG) Organizational Standards compliance.
This position manages executive office operations, coordinates Board of Directors governance activities, maintains agency-wide compliance documentation, and supports organizational readiness for state and federal monitoring. The incumbent works collaboratively across departments to ensure compliance requirements are met while maintaining efficient executive operations and Board administration.
ESSENTIAL FUNCTIONS
Executive Administration
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Provides confidential administrative support to the Executive Director and Executive Leadership Team.
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Manages complex calendars, appointments, travel arrangements, and scheduling priorities.
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Screens incoming communications and responds appropriately on behalf of the Executive Director.
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Prepares correspondence, presentations, reports, agendas, and executive documents.
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Coordinates special projects and executive initiatives while ensuring deadlines are achieved.
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Maintains confidential files and sensitive organizational records.
Compliance Management (CAR & CSBG)
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Serves as the agency's primary coordinator for Comprehensive Administrative Review (CAR) monitoring activities.
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Maintains the agency's centralized compliance documentation repository.
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Collects, organizes, and tracks documentation required for CAR monitoring and CSBG Organizational Standards.
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Coordinates evidence collection across all agency departments.
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Performs routine compliance reviews and internal audits to identify documentation gaps.
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Works collaboratively with department leadership to resolve compliance deficiencies.
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Coordinates preparation for on-site and virtual monitoring reviews.
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Assists executive leadership with development, implementation, and tracking of Corrective Action Plans (CAPs).
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Monitors ongoing compliance with federal, state, and agency requirements.
Board Governance Administration
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Serves as administrative liaison to the Board of Directors.
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Coordinates all Board and committee meeting logistics.
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Develops meeting agendas in collaboration with executive leadership.
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Prepares and distributes Board packets and supporting materials.
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Records, prepares, and maintains official Board meeting minutes.
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Maintains Board member rosters, appointments, terms, committee assignments, and attendance records.
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Tracks Board composition to ensure compliance with federal Tripartite Board requirements.
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Coordinates Board orientation and annual compliance training.
Compliance Documentation & Record Management
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Maintains organized electronic and physical compliance files.
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Ensures documentation is complete, accurate, and readily available for monitoring reviews.
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Tracks organizational policies, strategic plans, community needs assessments, and required governance documentation.
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Maintains documentation related to Human Resources, conflict of interest disclosures, whistleblower policies, financial oversight, and other regulatory requirements.
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Develops standardized filing systems and documentation procedures to improve agency compliance readiness.
Project Coordination
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Coordinates agency-wide compliance initiatives and executive projects.
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Tracks project timelines and deliverables.
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Collaborates with leadership to ensure organizational priorities remain on schedule.
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Assists with implementation of administrative process improvements.
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Provides administrative support for strategic planning and organizational initiatives.
REQUIREMENTS
Education
Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, or a related field.
Equivalent combinations of education and relevant professional experience may be considered.
Experience
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Three (3) to five (5) years of executive administrative experience supporting senior leadership.
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Experience coordinating Board of Directors activities preferred.
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Experience with compliance monitoring, auditing, grant administration, or regulatory documentation preferred.
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Experience within a nonprofit, Community Action Agency, governmental, or public sector environment preferred.
Preferred Qualifications
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Experience supporting Community Action Agencies.
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Knowledge of CSBG Organizational Standards.
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Experience with CAR Monitoring.
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Familiarity with ROMA principles.
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Experience coordinating monitoring reviews and corrective action plans.
INDEPENDENT ACTIONS AND JUDGEMENT
Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations.
WORKING RELATIONSHIP
Work with all levels of management, Community Action personnel, and general public. Position demands high levels of courtesy, diplomacy and tact.
WORKING CONDITIONS
Work is performed in a standard office environment. May be required to work, beyond regular office hours to meet deadlines and the needs of the population the organization serves

Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.