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Executive Assistant

Posted 5/22/2019

Job Summary

The Executive Assistant will serve as the first point of contact to the office of the President and CEO and will be responsible for additional duties, including oversight of the on-boarding process for employees and the management of relationships with select office-related vendors. The ideal candidate is professional, self-motivated and able to prioritize work in a fast-paced environment.

Job Description

ESSENTIAL FUNCTIONS:

  • Support to the day-to-day administrative and operational needs of the President and CEO, including activities related to the communications and meeting preparation for the Board of Directors, Executive Committee, Finance Committee, and other relevant groups;
  • Manage a demanding calendar for the President and CEO, including scheduling meetings, prioritizing and resolving schedule conflicts;
  • Ensure the President and CEO is apprised of and prepared for upcoming meetings in advance, including gathering documents from relevant internal and external sources and being proactive about initiating the preparation for the meetings;
  • Coordinate executive communications, including taking calls, responding to emails and interfacing with members and stakeholders;
  • Assist with Board governance work, as needed, including maintaining Board rosters and contact information on an ongoing basis;
  • Serve as the point of contact on human resources-related activity, including ensuring the proper on-boarding paperwork is completed for new employees and providing points of contact to employees for benefits-related questions;
  • Serve as the organizational liaison for vendors related to office operations, including printers/copiers, IT, finance, etc.;
  • Maintain an organized filing system of paper and electronic documents.

PREFERRED EDUCATION, EXPERIENCE AND SKILLS
  • Bachelors/Associates Degree or relevant certification in business management, communications or human resources required.
  • 3 to 5 years of experience in a professional environment preferred.
  • Experience in customer service, administrative/executive support and human resources, a plus.
  • Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) and Microsoft Outlook required.
  • Very strong interpersonal skills and professional demeanor.
  • Proven ability to handle confidential information with discretion.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Strong problem-solving skills.
  • Ability to multi-task, prioritize, and take initiative.
  • Strong organizational and time management skills. 
  • Ability to handle multiple requests and variety of responsibilities simultaneously.

OTHER CONSIDERATIONS:
  • May be required to work more than 8 hours during a workday.
  • Must be able to remain in a stationary position 50% of the time.
  • Occasionally moves office materials and/or supplies weighing up to 25 pounds throughout the office.
  • Limited travel/driving required.

SCHEDULING REQUIREMENTS:
  • Must be available to work occasional off-hours.
  • Must be available during standard business hours.
  • Incumbent has the limited flexibility to schedule activity without the approval of supervisor.
  • This position may not be performed from a remote location.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.


 

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