Chief Operating Officer Executive Assistant

4 weeks ago

Sewickley, United States The Verland Foundation Inc Full time
Job DescriptionJob DescriptionDescription:

Reporting directly to the Chief Operations Officer (COO), the COO Executive Assistant (EA) provides executive support in a one-on-one working relationship. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the COO. The EA also provides support to the senior management team, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The EA must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion.

Requirements:
  • As the EA, the position will have the opportunity to complete a broad variety of administrative tasks for the COO and, as directed, the Senior Leadership team. This includes managing several active calendars of appointments, composing and preparing correspondence that is often confidential, arranging complex and detailed travel plans, itineraries and agendas, and compiling documents for travel-related meetings.
  • Plans, coordinates, and ensures the senior team’s schedules are followed and respected. Provides a “gatekeeper” role, creating win-win situations for direct access to the COO’s time.
  • Communicates directly and on behalf of the COO and senior team with Board members, investors, partners, and others on matters related to executive programmatic initiatives.
  • Provides a bridge for smooth communication between the leadership team and external contacts.
  • Works closely and effectively with the COO to keep him/her well informed of upcoming commitments and responsibilities and following up appropriately.
  • Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the COO’s ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter expeditiously and proactively; and independently follows through on projects to successful completions, often with deadline pressures.
  • Assists in coordinating the agenda of leadership team meetings.
  • Answers main phone and relays messages.
  • Greets guests in a professional manner.
  • Assists in the planning and execution of officewide events such as the Holiday Party, Happy Hour, team-building initiatives, etc.
  • Maintains a high level of professionalism and confidentiality while creating an environment that model's kindness and compassion towards all staff, at all times.

EXECUTIVE ASSISTANT TO CHIEF OPERATIONS OFFICER (COO)

Required Skills and Abilities:

  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external partners, and investors.
  • Expert-level written and verbal communication skills.
  • Demonstrated proactive approaches to problem solving with strong decision-making capability.
  • Emotional maturity.
  • Highly resourceful team player, with the ability to also be extremely effective independently.
  • Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions.
  • Must be available for occasional after-hour support.

Minimum Training and Experience:

  • Bachelor’s degree required.
  • 2-3 years of experience supporting C-Level Executives.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Physical Requirements:

  • Prolonged period sitting at a desk and working on a computer.
  • Must be able to lift up to fifteen (15) pounds at times.
  • The ability to move around campus as needed for meetings, events, training, and company-wide needs as they arise.

Verland ValuesCommitment to Community, Compassionate Care, Dedication to EmployeesTrust through Transparency, Welcoming DiversityTo learn more about our Mission, Vision, and Family Values check out our website www.Verland.org


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