Executive Assistant

Didlake, Inc. is a non-profit rehabilitation services organization. At Didlake, creating opportunities that enrich the lives of people with disabilities is our mission. Since 1965, Didlake has served thousands of people with significant disabilities by providing training, job placement, employment opportunities, and day support services. We provide rewarding and purposeful work.

Why This Role Matters

The Executive Assistant plays a critical role in ensuring the smooth and efficient operation of Didlake's executive leadership. This position provides high-level administrative and operational support to multiple executives, primarily the Chief Operating Officer, and supports the VP of Strategic Growth & Engagement. By managing priorities, coordinating initiatives, and maintaining confidentiality, the Executive Assistant enables leadership to focus on advancing Didlake's mission and strategic objectives.

What You Will Do

• Provide day-to-day administrative and operational support to assigned executives and departments.
• Maintain and manage executive calendars, meetings, events, and appointments.
• Coordinate travel arrangements for conferences, trainings, and work-related events.
• Prepare agendas, meeting materials, presentations, and reports; take meeting minutes as needed.
• Track strategic initiatives, leadership action items, and departmental project schedules using Smartsheet or other tools.
• Support departmental project management systems and ensure consistent follow-up on deadlines.
• Generate reports, conduct research, and create presentations for executive and departmental use.
• Maintain correspondence, communications, and meeting documentation on StarNet.
• Develop, implement, and improve effective office systems, including electronic and hard-copy filing and archival systems.
• Process American Express expense reports through Concur.
• Prepare and modify documents including correspondence, reports, memos, emails, and draft responses.
• Monitor and prioritize internal and external communications and requests.
• Answer, screen, and route incoming phone calls; receive and direct visitors as needed.
• Process check requests and follow up as required.
• Order office supplies and perform general administrative and clerical duties.
• Author and update Standard Operating Procedures related to assigned responsibilities.
• Maintain confidentiality and protect sensitive Didlake business information at all times.
• Provide backup support to other Executive Assistants as needed.
• Follow up on ETime and prepare departmental reports upon request.