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Senior Executive Assistant
4 months ago
JOB SUMMARY
The Executive Assistant provides administrative support to the Chief Executive Officer for SCCE and HCCA. This role will have project management responsibilities and serve as the primary point of contact for all SCCE & HCCA board governance activities. This role maintains a position of high visibility to Board Members, key volunteers, internal and external stakeholders. Due to the sensitivity or confidential nature of activities within the role, the Executive Assistant will maintain a high level of confidentiality.
Responsibilities
Provides direct support to CEO. Scheduling of calls, travel arrangements, creating meeting itineraries, correspondence, general administrative tasks, special projects (including management of the association award programs), etc. Provides a bridge for smooth communication between executive office and internal departments demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Coordinates and executes relevant governance meetings and activities for the Board, and its committees in line with association by-laws and committee charters. Responsible for the timely preparation and distribution of board agendas. Scheduling calls and taking meeting minutes. Follows up and executes action items as needed for each committee and to the relevant stakeholders. Responsible for updates to board governance documents including the bylaws.
Manages, executes and coordinates special project(s) of the board including annual nomination process. Responsible for managing timelines, creating and reviewing documentation for accuracy, responding timely to inquiries, adhering to deadlines and works closely with the marketing team on announcements(s) that may be required.
Provides administration support to members of the board, including monthly check-in calls, onboarding of new members, expense reimbursement, registering them for association events, creating itineraries for board meetings, etc.
Serves as staff liaison to various SCCE & HCCA strategic committees, scheduling of calls, taking meeting minutes, reports back actions and proposes initiatives to CEO and executes where needed.
Project management coordination of association wide initiatives. Creates and maintains the project plan, follows up with internal and external stakeholders to ensure task deadlines are met and project goals are achieved. Serves as the liaison between any internal and external stakeholders. Provides status and project updates to all stakeholders. Maintains annual work plan and strategic plan.
Provides administrative support to other members of the executive team as needed.
Other duties and projects as assigned
REQUIRED QUALIFICATIONS:
• Bachelor’s degree or a combination of at least 5 years executive administrative support, board governance and 3 years of project management experience.
• Previous administrative support experience working with board members, volunteers and executive level leaders.
• Excellent and effective communication skills, written, verbal and listening.
• Detail-oriented, highly organized; ability to multi-task to produce high-quality work on tight deadlines.
• Demonstrated proactive approach to problem-solving with strong decision-making capabilities.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, volunteers, and external partners.
• Highly resourceful team-player, with the ability to be effective independently.
• High level of integrity, ability to exercise discretion and maintain confidentiality.
• Highly adaptable to various competing demands and demonstrate a high level of customer/client service and response.
• Proficient in Microsoft Office, outlook, scheduling, and PowerPoint.
• Ability to work in a hybrid office environment.
• Ability to travel 5% of the time.
