Administrative Assistant, Executive
Job Code: 2025-100-004
Division: Executive
FT/PT Status: Regular Full Time
Position Based In: Hiram
Apply Before: 05/30/2025
Job Summary: To operate in assisting the Director of Executive and Board Relations by providing specialized administrative functions to the President/CEO and Board of Directors, as well as the Executive staff.
Key Responsibilities: Administrative Duties: - Composingand distributing internal and external correspondence on behalf of the President/CEO and Executive Staff.
- Typingreports and documents.
- Disseminatingerror free material.
- Maintainingeffective document retrieval system for the President/CEO and Executive staff.
- Safeguardingall confidential materials; maintain confidentiality of personal or sensitive matters.
- Appropriatelydistributing mail throughout the President/CEO's office.
- Servingas back-up Administrator of the Board of Directors' software package.
- Accurately preparingminutes from all Board, Committee, and special meetings as needed.
- Assisting in Uploadingall Board of Directors' and committee meeting documents on Directors' software package prior to meetings and providing any necessary hard-copied documents for each Director as needed.
- Assisting in Maintainingand accurately tabulating per diem forms for Directors' meetings, expenses, etc. incurred each month and coordinating promptly with accounting to ensure timely payments are made as needed.
- Assist in Preparingcorporate documents and resolutions as needed.
Receptionist Duties (all duties will be to assist the Director of Executive and Board Relations) - Pleasantlygreet and promptly accommodate all visitors to the Executive Offices.
- Consistentlymaintain a professional and courteous manner and business appearance.
- Promptlyanswer incoming calls.
- Makeappointments and reservations for the President/CEO and Executive Staff.
- Providetimely reminders of important dates and events to the President/CEO and Executive Staff.
- Personallyresolve as many business calls as possible. Transfer others of a minor nature to appropriate personnel. Refer remaining calls to the Director of Executive and Board Relations.
- Makemeeting registrations, travel arrangements and reservations for the President/CEO, the Board of Directors, and Executives as needed.
Communications: - Assistwith communication between the Board of Directors, staff, and members.
- Communicatewith the Board of Directors to provide administrative support, resolve problems, and ensure effective working relationships.
- Promptlyand accurately relay all messages.
- Consistentlymaintain a current knowledge and up-to-date copies of board policies, bylaws, and procedures.
- Promptlyreport concerns and potential problems to the Director of Executive and Board Relations.
- Assist the Director of Executive and Board Relations in communicating withother personnel as necessary in resolving problems for the President/CEO in his/her absence.
Meetings: - Assist with the Takingand transcribing of minutes of the Audit and Finance Committee meetings, the Policy & Public Relations Committee meetings, the Annual Meeting, and other special meetings; compile and ensure minutes are complete, concise, and error free and reflect actions taken in the meetings.
- Maintainofficial business records.
- Coordinatepertinent agenda items to ensure matters are handled in a timely manner.
- Assist with Coordinatingand assisting staff, directors, or guests at meetings with presentations.
- Assist with Maintaininga board calendar on Directors' software package and assist Directors with operational issues of software, when needed.
- Overseeinquiries and application requests for the GreyStone Foundation; prepare minutes and attend Foundation Board meetings; prepare per diem and provide refreshments as needed.
Safety and Corporate Standards: - Performall work in a safe manner, encouraging others to do the same, and report unsafe situations, environments, and work procedures.
- Abideby all corporate standards, policies, bylaws, rules, and regulations.
- Completeall assigned work in an accurate, timely, and efficient manner.
- Maintaina neat and orderly work area.
Required Education, Knowledge, Skills and Abilities: - Bachelor'sdegree from an accredited college or university in business or related field strongly preferred.
- Minimumof five years of general office or administrative experience which includes successfully interacting with the public, vendors, and senior staff preferred.
- Previous utility industry experience.
- Achieved Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation.
- Previous executive level administrative support experience.
Skills: - Demonstrated experience in handling confidential information.
- Demonstrated application of good human relations.
- Basic knowledge of finance, economics, business law, communications, and management.
- Demonstrated expertise in office procedures and administrative secretarial functions.
- Proficiency with general office equipment.
- Excellent oral and written communication skills utilizing proper grammar, punctuation, and syntax.
- Attention to detail leading to error-free work is a must.
- Excellent organizational and planning skills.
- Excellent decision-making skills.
- Excellent keyboarding skills.
- Demonstrated working knowledge of Word, Excel, Outlook, PowerPoint, and investigative research on the Internet.
- Abilityto work well independently and in team situations.
Physical Demands (if applicable): - Prolonged periods of sedentary work in a general office environment. Ex: Work performed involves primarily sitting at workstation answering the telephone and greeting visitors, as well as frequently operating a personal computer and other office equipment.
- Work time in excess of normal workweek, as required, including during severe storm related situations.
- Ability to focus and produce accurate work, especially during periods of frequent interruptions
- Satisfactorily passcompany-required physical exam and criminal background.