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Executive Office Administrator

2 months ago

Cleveland, United States BENJAMIN ROSE INSTITUTE ON AGING Full time $59,000 - $74,000
Job DescriptionJob DescriptionDescription:

Position Summary:

Executive level and organizational support to the CEO and senior management staff, board of directors, subsidiary boards and standing committees, other committees as assigned (e.g. Investment Advisory Committee), for a broad range of related tasks.

Essential Duties and Responsibilities

The following description is a general representation of the key duties and responsibilities of the position.

  • Coordinate and track workflow, schedules, projects, board and committee decisions ensuring completion and follow-up of various responsibilities with little or no supervision.
  • Track, maintain and update corporate documents and records (articles, bylaws, declarations, minutes); deal discreetly with large amounts of sensitive and confidential information concerning organizational affairs.
  • Advise board members on governance issues and guidelines (regulations/declarations); assist with board member recruitment and orientation.
  • Undertake and manage special projects, both board and executive management levels, as assigned.
  • Independently prepare, or in concert with relevant management and chairs/co-chairs, materials for parent board, subsidiary boards, standing committees, etc.
  • Arrange and attend all board, subsidiary boards, standing committees, advisory committees, etc.; record minutes and finalize for dissemination.
  • Provide executive administrative support to President/CEO and senior management staff.
  • Coordinate schedules, conference calls, on-site and off-site meetings and/or events, and make travel arrangements (domestic and international).
  • Courier documents or other related materials to/from locations as needed.

Other Functions and Responsibilities:

  • Compose correspondence, memos, minutes, reports, etc.
  • Regularly exercise initiative, discretion and independent judgment; delegating matters to other authorities as needed.
Requirements:

Qualifications:

  1. Specific knowledge, training or skills required to perform the duties of this position including specific courses, training programs or required certifications. The requirements listed below are representative of the knowledge, skills and abilities required for the position.
  • Seasoned level of experience in a position requiring the performance of a high level of administrative duties.
  • Proficient in MS Office or transcribing skills.
  • Understanding of governance issues and organizational history.
  • Oral, written and mathematical skills are essential.
  • Ability to interact professionally with all internal and external contacts.
  • Manage complex tasks and prioritize competing demands with little to no supervision.
  • Prior experience working with BoardEffect and Raiser’s Edge software preferred.
  • Function effectively and independently in a variety of settings.
  • Able to effectively work with people, routine and complicated business files, personnel concerns/problems, and the computer system.
  • Works in a business workplace environment with other team/employee members, must be a team player.
  • Must have reliable transportation, a current and valid Ohio driver’s license and adequate automobile insurance.
  1. Essential Physical Demands and Working Environment

(The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.)

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

  • While performing the duties of this job, the employee is regularly required to stand, sit; talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, keyboard and telephone.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Light to moderate lifting is required, up to 20 pounds.
  • Ability to uphold the stress of traveling.
  • Regular, predictable attendance is required; some flexibility with hours required.
  • Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
  • Ability to work in a confined area.
  • Ability to sit at a computer terminal for an extended period of time.
  • Work environment is stressful at times.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Other functions may be assigned, and management retains the right to add or change the duties at any time.


REPORTS TO AND EVALUATED BY: President and CEO