Hybrid Administrative Assistant to the CEO bei Independent Living Inc

Description

Independent Living, Inc is hiring an Administrative Assistant to support our CEO and help keep our organization running smoothly and efficiently. In this role, you'll work closely with our Chief Executive Officer (CEO), leadership team, Board of Directors, and community partners. You’ll be trusted with important responsibilities that support our mission, from managing calendars and meetings to helping prepare reports, contracts, and board materials.

This is a great opportunity for someone who enjoys being organized, solving problems, and making sure things get done the right way. If you’ve supported executives or managed complex schedules and communications before, you’ll be well prepared for this role. If you haven’t—but have experience in a fast-paced admin role where details, deadlines, and follow-through were key—we’d love to hear from you too.

This position operates in a fast-paced professional office environment with frequent deadlines and changing priorities. Occasional early morning or evening hours may be required for board or community meetings.

If you are a dedicated administrative professional with a strong background in board governance and a commitment to excellence, punctuality, and service, we welcome your application to join our mission-driven organization.

Duties and Responsibilities:

• Provides dedicated administrative support to the CEO across all organizational functions, including projects, contracts, reports, and internal communications. Provides cross-functional support as requested.
• Manage and maintain the CEO’s calendar, including scheduling meetings and appointments with internal teams and external partners.
• Attend and participate in key meetings; take accurate, detailed minutes, document agreements and track follow-up actions.
• Represent ILI/IHC at meetings and events on behalf of the CEO when requested.
• Coordinate logistics for all Board of Directors and committee meetings, including scheduling, agenda preparation, minute-taking, and distribution of materials.
• Maintain, organize and distribute accurate and up-to-date governance documents and Board records in accordance with compliance and organizational standards.
• Maintain an organized system for tracking contracts (both digital and physical copies).
• Track and process the CEO’s expenses, including managing receipts, and ensure timely submission.
• Act as a liaison between the CEO and external contacts, maintaining professionalism, confidentiality and accurate communication.
• Secure necessary documentation for contracts, including liability and Workers’ Compensation certificates.
• Assist with new contract execution and credentialing renewals.
• Support the preparation and submission of grants and proposals.
• Coordinate communication and procedures related to inclement weather closings.
• Provide administrative guidance to managers and staff in the CEO’s absence or at their direction.
• Perform additional administrative duties and attend training sessions as required by the position or needs of the agency.

SHIFT: 

• Monday through Friday 9am – 5pm. This position will require flexibility based on the needs of the organization.

PAY RATE:

• $23.50/hr - $26.00/hr

BENEFITS:

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible Spending Account (FSA)
• Paid time off
• Paid holidays from the first day of employment
• Paid lunch break

Requirements

• High School Diploma or equivalent required; college degree preferred.
• Minimum 5 years of administrative support experience required; at least 1 year in a non-profit or human services setting preferred. 
• Knowledge of disability-related services a plus.
• Direct experience supporting board meetings and managing governance documents is required.
• Excellent verbal and written communication skills; professional demeanor with all levels of staff and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to create presentations, spreadsheets, and reports. Strong skills in document formatting and presentation design a plus.
• Exceptional organizational skills with keen attention to detail and the ability to manage competing priorities.
• Strong analytical and problem-solving abilities.
• Punctuality and consistent attendance are critical to the success of this position.
• Ability to work collaboratively or as part of a team while always handling sensitive information with discretion and confidentiality.
• Bilingual in English/Spanish and/or knowledge of American Sign Language (ASL) is a plus.

ILI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to a person's race, religion, creed, color, sex, gender identity or expression, age, national origin, disability status, sexual orientation, marital or familial status, pregnancy, reproductive health decisions, military status, veteran status, predisposing genetic characteristics or carrier status, domestic violence victim status, citizenship or immigration status. arrest or conviction record or any other status protected by federal or state law.