Executive Assistant

1 week ago


Shreveport, United States Biomedical Research Foundation Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

POSITION SUMMARY
This position provides administrative and secretarial support under the direct supervision of the President/CEO and Executive Vice President/COO. In addition to typing, filing, and scheduling, performs such duties as financial record keeping, coordination of meetings and conferences, coordinating direct mailings, and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload. Maintains professionalism with utmost confidentiality.

ESSENTIAL FUNCTIONS
Responsibilities include but not limited to:
  • Serves as Assistant Corporate Secretary of the Foundations Board of Directors.
  • Notifies BRF Board Members of meetings, prepares agendas, mail-outs, and prepares and maintains BRF Board Minutes and Minute Books, both electronically and in hard-copy.
  • Maintains Corporate Resolutions, Corporate By-Laws, and Articles of Incorporation, including filing of annual reports to the Louisiana Secretary of State for all BRF related entities.
  • Assists Nominating Committee Chairman with Board Member terms and attendance.
  • Assists with organization of materials, mail-outs, agendas, minutes, and minute books for all BRF Board committees.
  • Assists with organization of materials, mail-outs, agendas, minutes and minute books for other BRF related corporate entities as needed.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents, key public officials, academic leaders, private industry leaders at the local, state, and national levels, and BRF Board members. Handles confidential and non-routine information and explains policies when necessary.
  • Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for all members of the department. Maintains calendar and contact schedule and prepares and maintains expense reimbursement records for President/CEO, Executive Vice President/COO, and Director of Finance.
  • Organizes and prioritizes large volumes of information and calls. Processes correspondence and organizes and maintains files for President/CEO and Executive Vice President/COO.
  • Drafts written responses by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  • Performs desktop publishing; creates and develops visual presentations for the President/CEO and Executive Vice President/COO. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Works independently and within a team on special non-recurring and ongoing projects. Acts as project manager for special projects, at the request of the President/CEO and/or Executive Vice President/COO which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
  • Maintains Non-Disclosure Agreements with Third Parties.
  • Assists Controller and Staff Accountant with audit requests for annual audit.
  • Assists in facilitating the education and training of individuals in the technological innovation process for Collaboration Link initiative.
  • Conducts and participates in activities that support technological and industrial innovation including cooperative industry-university research for Collaboration Link initiative.
  • Assists with partners to provide curriculum development, training and instruction in invention, entrepreneurship, and industrial innovation for Collaboration Link initiative.
  • Enters electronic requisitions as needed.
  • Performs other related duties as assigned by upper management.
MINIMUM QUALIFICATIONS AND EDUCATION REQUIREMENTS
Bachelors degree preferred, or minimum of five (5) years clerical/supervisory experience. Must possess excellent supervisory, interpersonal, and written skills. Proficient in MS Word, Excel, and PowerPoint.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills or abilities and to possess the necessary physical requirements with or without the aid of mechanical devices to safely perform the essential functions of the job.


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