Executive Assistant

About the role

The Executive Assistant provides high-level administrative support to the Executive Director & CEO while also serving as a frontline resource for CIYJ's national data collection and PbS Help Desk operations. This is a hybrid role combining traditional executive support with data quality assurance, participant-facing customer service, and content/communications production. The ideal candidate is highly organized, comfortable managing shifting priorities, and able to move fluidly between calendar management and technical troubleshooting.

Key Responsibilities

• Executive & Administrative Support
• • Manage the CEO's calendar, scheduling, and travel arrangements, exercising discretion in prioritizing competing requests.
  • Prepare correspondence, meeting materials, and internal communications on behalf of the CEO.
  • Coordinate logistics for board meetings, committee meetings, and executive-level engagements, including agendas and minutes.
  • Maintain general office operations, supplies, and vendor coordination.
• National Data Collection Support
• • Assist in monitoring national data collection activities, including tracking deadlines and ensuring submitted information is accurate and complete.
  • Oversee the configuration, inventory, and troubleshooting of Android mobile devices used to collect survey data across participating facilities.
  • Review and perform quality checks on existing data sources, identifying data inconsistencies, outliers, and missing information, and coordinating corrections with facility contacts.
• PbS Help Desk & Participant Support
• • Answer Help Desk calls and email requests related to the website, data collection platform, and general participant support.
  • Direct users to relevant documentation and resources, and identify gaps in existing documentation to inform future guidance.
  • Escalate Help Desk inquiries to appropriate staff when the scope of the request exceeds standard support.
  • Provide professional, responsive customer service across all participant interactions, reinforcing CIYJ's relationship-first culture.

Qualifications

• Bachelor's degree preferred, or equivalent combination of education and relevant experience.
• 2+ years of experience in an administrative, executive support, or customer service role; nonprofit or human services experience a plus.
• Comfort working in Excel or similar tools for basic data quality review (sorting, filtering, spot-checking data).
• Experience troubleshooting hardware/software issues (e.g., mobile devices, CMS or webinar platforms) or willingness to learn.
• Strong written communication skills, with the ability to produce polished, professional materials.
• Excellent organizational skills and ability to manage multiple, sometimes competing, priorities.
• A calm, service-oriented approach to participant and member interactions.

Compensation & Benefits

This is a full-time, exempt position with a salary range of $58,000–$70,000, commensurate with experience. CIYJ offers a comprehensive benefits package including health insurance, paid time off, and retirement plan participation.

To Apply

Interested candidates should submit a resume and cover letter to CIYJ for consideration. CIYJ is an equal opportunity employer committed to building a diverse and inclusive team.