Executive Administrative Assistant
4 weeks ago
Job Summary
Performs advanced, diversified, and confidential administrative duties for the President. Serves as liaison with the Board of Directors and their executive assistants. Functions as a facilitator with Foundation staff as it relates to the essential function of running the operational administrative duties.
Job Specific Duties
- Coordinates and performs advanced office/administrative support functions for the President.
- Coordinates and prepares comprehensive materials for board meetings, including agendas, presentations, and supporting documents, ensuring all materials are distributed in a timely manner to board members. Facilitates logistical arrangements, including venue setup, technology needs, and catering, to ensure smooth execution of all board-related activities.
- Receives and screens all visitors and phone calls for President.
- Proactively reviews calendar, schedules appointments/interviews and secures sites for meetings for the President and Board members.
- Prepares letters, reports, memorandums, & presentations that may be highly sensitive and confidential in nature to support the President.
- Prepares and/or edits correspondence and other written materials based upon President’s notes and/or guidance.
- Makes travel arrangements, itineraries, schedules meetings and appointments & maintains calendar to ensure the President efficient time management.
- Submits, organizes, and maintains records of travel and expense reimbursement documents for the President.
- Utilizes data from databases to create requested reports, spreadsheets, and correspondence on a consistent basis.
- Collaborates with the Senior Leadership Team & other contacts to gather data and presentations for internal/external meetings and events.
- Completes and processes Accounting/Finance vouchers and expense reports and ensures accurate accounting of department expenses.
- Coordinates all committee meetings for President. Responsible for taking minutes, preparing agenda, sending out communications, & processing the minutes.
- Takes on special projects as assigned by the President of the Foundation or any members of the leadership team.
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