Senior Executive Assistant

Senior Executive Assistant

POSITION SUMMARY:

This position will work under minimal supervision, but in accordance with established policies and procedures. The purpose of this position is to provide secretarial and administrative services and operational coordination for the Executive Director. Ensures most efficient use of Executive Directors time. Anticipates, initiates, coordinates and follows up on administrative activities and other special projects. Organizes, prepares, and reviews administrative reports and prepares reports for presentation to the Board of Directors. This position has access to and regularly works with information of the most sensitive, highly confidential, strategic and critical nature. The scope and complexity of this position is such that the Executive Assistant is regularly dealing with diverse matters which require extensive knowledge of the Executive Directors area of responsibility.

ESSENTIAL FUNCTIONS:

Anticipate and prepare daily schedule of Executive Director meetings and priorities.

Communicate in person and through correspondence with high level contacts inside and outside the association such as Board of Directors, shareholders, consultants, and customers.

Ascertain nature of incoming telephone calls, accurately record messages, and transfer calls as necessary.

Maintain appointment calendars. Serve as the focal point in coordinating activities for the executive staff.

Schedule and coordinate meetings, conference calls, and other executive events; inform attendees/participants of function dates and times; reserve meeting space, provide audio visual and other ancillary equipment/ materials if required, and hospitality services when appropriate.

Responsible for on-site and off-site Board of Governors and Executive Committee coordination.

Sort, open, and route incoming mail. Send, receive, and distribute incoming/outgoing faxes.

Compose, formulate and prepare correspondence, memos, presentations, organization charts, confidential material, etc. Knowledge and Skill Requirements

Position requires a thorough understanding and knowledge of the organizational structure, functional responsibilities and general operating requirements at the Home Office and Field Office levels.

Strong interpersonal skills are essential with a high degree of sensitivity for confidentiality; employee must be strong in both oral and written communication techniques.

Must be able to gather data and return reliable, pertinent information to the President & CEO for action. Employee must be task-oriented with an excellent sense of priority, logic and objectivity, highly organized and capable of handling a number of sensitive and important issues simultaneously.

Employee should have strong secretarial skills and be highly proficient in various software packages.

MINIMAL QUALIFICATIONS

High School Diploma or GED

REQUIRED EXPERIENCE:

3 years' experience in administrative support at the executive level

WORK SCHEDULE:

M-F 9:00 am - 5:00 pm; may work flexible schedule, including evenings and weekends. Employee will have the ability to work remotely one day per week with the approval of the Executive Director.

More information can be found here: %20files/Senior%20Executive%20Assistant FINAL.pdf

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