Executive Admin
Position Purpose:
Serves as the CEOs primary point of contact for internal and external constituencies and acts as a liaison to the Board of Directors.
Primary Duties:
Supports the CEO through the management of appointments, screening of visitors, scheduling of travel, as well as assists with mail and telephone communication Anticipate and track daily, weekly, monthly and annual deadlines and schedules of administrative and Board tasks to be completed by the CEO Coordinate and maintain the CEOs calendar Provide administrative support to the Chief Financial Officer and Chief Operating Officer as needed Prepare and organize meeting materials for Committee, Board, and other official meetings Record the minutes of Board-related meetings, maintain permanent records of the Board, prepare Board reports and packets, as well as perform other tasks required for the Board Conduct research, compile data, and prepare presentations of internal and external reports for consideration by Senior Leadership, Board Committees and the Board of Directors Review and edit all correspondence, presentations and reports provided by staff for final CEO approval Responsible for preparation of customer visits; ensure space and necessary tools are available.
Order snacks and/or meals, plus other duties as required Acts as administrative liaison between the CEO and Senior Leadership, Board of Directors, volunteers, funding sources and other external groups and agencies; handles confidential, non-routine information and policy interpretation when necessary Establishes, develops, maintains and updates the records management system in support of the CEO Works independently and in groups addressing special nonrecurring and ongoing projects; serves as project manager and takes initiative with special projects Coordinate the schedules of the administrative support team to ensure continuous coverage of the main switchboard and entrances in partnership with department heads Actively participates in Senior Staff meetings providing briefings and presentations to the staff as directed Performs other duties as assigned Qualifications/Skills Knowledge & Abilities:
Education:
Bachelors degree preferred
Experience:
5
years experience managing Senior leaders desk preferred.
Must have knowledge of office procedures and compliance requirements.
Proficiency required in customary computer software applications within a business environment.
Skills Knowledge & Abilities:
Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines Skilled in proactively resolving issues with strong decision-making capacity Skilled in coordinating organizational functions of the administrative support team Skilled in MS Office suite and other software products Skilled in verbal and written communication Skilled in editing skills with exceptional attention to detail Ability to work independently Ability to handle confidential information with discretion Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities Ability to work effectively with a variety of internal and external stakeholders Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
Communication:
Ability to use tact and diplomacy to maintain harmonious relationships with all stakeholders in various modalities including person-to-person, email and other written formats and on the telephone.
Customer Focus:
Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs, and giving high priority to customer satisfaction and customer service.
Collaboration:
Working as a productive member of a cohesive group toward a common goal, and contributing to team development and effective team dynamics.
Attention to Detail:
Taking responsibility for a thorough and detailed method of working.
Accountability:
Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
Initiative:
Does more than is required or expected in the job.
Goes beyond expectations in the assignment, task, or job description without being asked.
Professionalism:
Thinks carefully about the likely effects on others of ones words, actions, appearance, and mode of behavior.
Quality:
Produces results or provides service that meets or exceeds company standards.
Confidentiality:
Respecting and adhering to ethical principles regarding data production and confidentiality regarding information obtained as part of the position functions.
Computer Literacy:
Using computers effectively and efficiently in the working environment.
Adaptability:
Maintaining effectiveness in reaching set goals by adapting to changing circumstances, tasks, responsibilities and people.
Reliability:
The ability to attend work on a consistent basis and to arrive/leave work based on the assigned work schedule.
Environmental:
Typically, the incumbent may sit comfortably to do the work.
However, there may be some walking, standing, bending, carrying of light items such as papers, books, etc.
These tasks are required less than 20% of the time.
No special physical demands are required to perform the work.
This position may requireCertifications:
Notary Public certification preferred.
PI226458355 Recommended Skills Adaptability Administration Attention To Detail Business Requirements Computer Literacy Confidentiality Estimated Salary: $20 to $28 per hour based on qualifications.
Serves as the CEOs primary point of contact for internal and external constituencies and acts as a liaison to the Board of Directors.
Primary Duties:
Supports the CEO through the management of appointments, screening of visitors, scheduling of travel, as well as assists with mail and telephone communication Anticipate and track daily, weekly, monthly and annual deadlines and schedules of administrative and Board tasks to be completed by the CEO Coordinate and maintain the CEOs calendar Provide administrative support to the Chief Financial Officer and Chief Operating Officer as needed Prepare and organize meeting materials for Committee, Board, and other official meetings Record the minutes of Board-related meetings, maintain permanent records of the Board, prepare Board reports and packets, as well as perform other tasks required for the Board Conduct research, compile data, and prepare presentations of internal and external reports for consideration by Senior Leadership, Board Committees and the Board of Directors Review and edit all correspondence, presentations and reports provided by staff for final CEO approval Responsible for preparation of customer visits; ensure space and necessary tools are available.
Order snacks and/or meals, plus other duties as required Acts as administrative liaison between the CEO and Senior Leadership, Board of Directors, volunteers, funding sources and other external groups and agencies; handles confidential, non-routine information and policy interpretation when necessary Establishes, develops, maintains and updates the records management system in support of the CEO Works independently and in groups addressing special nonrecurring and ongoing projects; serves as project manager and takes initiative with special projects Coordinate the schedules of the administrative support team to ensure continuous coverage of the main switchboard and entrances in partnership with department heads Actively participates in Senior Staff meetings providing briefings and presentations to the staff as directed Performs other duties as assigned Qualifications/Skills Knowledge & Abilities:
Education:
Bachelors degree preferred
Experience:
5
years experience managing Senior leaders desk preferred.
Must have knowledge of office procedures and compliance requirements.
Proficiency required in customary computer software applications within a business environment.
Skills Knowledge & Abilities:
Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines Skilled in proactively resolving issues with strong decision-making capacity Skilled in coordinating organizational functions of the administrative support team Skilled in MS Office suite and other software products Skilled in verbal and written communication Skilled in editing skills with exceptional attention to detail Ability to work independently Ability to handle confidential information with discretion Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities Ability to work effectively with a variety of internal and external stakeholders Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
Communication:
Ability to use tact and diplomacy to maintain harmonious relationships with all stakeholders in various modalities including person-to-person, email and other written formats and on the telephone.
Customer Focus:
Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs, and giving high priority to customer satisfaction and customer service.
Collaboration:
Working as a productive member of a cohesive group toward a common goal, and contributing to team development and effective team dynamics.
Attention to Detail:
Taking responsibility for a thorough and detailed method of working.
Accountability:
Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
Initiative:
Does more than is required or expected in the job.
Goes beyond expectations in the assignment, task, or job description without being asked.
Professionalism:
Thinks carefully about the likely effects on others of ones words, actions, appearance, and mode of behavior.
Quality:
Produces results or provides service that meets or exceeds company standards.
Confidentiality:
Respecting and adhering to ethical principles regarding data production and confidentiality regarding information obtained as part of the position functions.
Computer Literacy:
Using computers effectively and efficiently in the working environment.
Adaptability:
Maintaining effectiveness in reaching set goals by adapting to changing circumstances, tasks, responsibilities and people.
Reliability:
The ability to attend work on a consistent basis and to arrive/leave work based on the assigned work schedule.
Environmental:
Typically, the incumbent may sit comfortably to do the work.
However, there may be some walking, standing, bending, carrying of light items such as papers, books, etc.
These tasks are required less than 20% of the time.
No special physical demands are required to perform the work.
This position may requireCertifications:
Notary Public certification preferred.
PI226458355 Recommended Skills Adaptability Administration Attention To Detail Business Requirements Computer Literacy Confidentiality Estimated Salary: $20 to $28 per hour based on qualifications.
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