Executive Jobs in Madison, MS (NOW HIRING)

Position Overview

The Executive Assistant provides high-level administrative and operational support to executive leadership while helping ensure the efficient day-to-day operation of the organization. This position serves as a trusted partner to leadership and supports executive scheduling, communications, meetings and events, Human Resources activities, donation tracking, office operations, and special projects. The ideal candidate is dependable, highly organized, professional, discreet, and able to manage multiple priorities with minimal supervision.

Skills and Qualifications

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Professional demeanor and strong interpersonal skills
• High level of discretion and ability to handle confidential information
• Proactive self-starter who anticipates needs and follows through
• Ability to multitask and adapt in a dynamic, fast-paced environment
• Punctual, dependable, and committed to excellence

Education and Experience

• High school diploma or GED required; Associate's or Bachelor's degree preferred
• Minimum of 5 years of experience in an Executive Assistant, Administrative Assistant, Office Management, or similar role
• Experience providing administrative support to executives or senior leadership
• Proficient in Microsoft 365, including Word, Excel, PowerPoint, Outlook, and Teams
• Proficient in Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Slides
• Experience supporting Human Resources functions
• Experience coordinating meetings, conferences, and events

Major Responsibilities and Duties

• Provide direct administrative support to executive leadership
• Manage executive calendars, appointments, meetings, and scheduling priorities
• Prepare, proofread, and distribute correspondence, reports, presentations, memos, and other documents
• Prepare meeting agendas, materials, and follow-up documentation
• Track deadlines, action items, and follow-up activities on behalf of leadership
• Serve as a professional point of contact for employees, visitors, clients, school district representatives, vendors, and community partners
• Answer, screen, and direct phone calls and general inquiries
• Manage incoming and outgoing mail, packages, and deliveries
• Coordinate executive meetings, conferences, community events, leadership retreats, and organizational functions
• Prepare event materials, displays, signage, supplies, and booth setups
• Coordinate with vendors, venues, catering, and service providers
• Assist with recruitment, interview scheduling, candidate communication, new-hire paperwork, and onboarding
• Maintain confidential employee records and HR documentation
• Track leave requests, timesheets, and other HR-related documentation
• Track, record, and reconcile incoming donations and maintain accurate donation logs
• Prepare donation and administrative reports for leadership
• Maintain organized physical and digital filing systems
• Manage office supply inventory, purchasing, and restocking
• Assist with copier, meeting-room, and general office equipment needs
• Use reliable personal transportation to pick up or deliver supplies, documents, and organizational materials as needed
• Assist executive leadership with special projects and assignments as directed

Preferred Qualifications

• Experience working with school districts, educational organizations, nonprofits, or professional service organizations
• Experience with HR, project-management, donor-management, or CRM software
• Experience with Adobe Acrobat
• Familiarity with Zoom and other virtual meeting platforms
• HR certification such as PHR or SHRM-CP is a plus

Working Conditions

• Ability to manage multiple priorities and maintain professionalism under pressure
• Occasional travel or local errands may be required
• Occasional prolonged or irregular hours may be required for meetings, conferences, or events
• Ability to lift and carry up to 30 lbs as needed for events and office operations

Position Details

Reports to: Executive Leadership

Salary/Retainer: Commensurate with experience

Department: Administration / Human Resources