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Executive Assistant to the President
2 months ago
The Executive Assistant role will be a visible, impactful position and support multiple complex, highly confidential and time sensitive tasks and projects while working in a fast-paced environment to filter and support The Partnership's President & CEO's role so that the President & CEO can focus on high-level leadership and strategy. The successful candidate will be a proactive, fast acting and exceptionally organized individual who is able to demonstrate the ability to juggle multiple tasks at the same time with accuracy and high-level of detail, while working autonomously, supporting the President & CEO. The Executive Assistant will be an efficient and effective communicator who addresses projects with professionalism and a sense of urgency, reacting with swiftness and flexibility whenever needed. A team player attitude and strong interpersonal skills are key, along with the ability to be open to feedback and change. This opportunity will be based in The Partnership offices located in Downtown Des Moines and will be an in-office position. Other duties, in addition to essential job functions, will be assigned as necessary.
ESSENTIAL JOB FUNCTIONS
- Manages and maintains President & CEO's extremely active calendar, prioritizing meetings and events to maximize effectiveness. Be proactive and plan; anticipate changes as needed; and be flexible and nimble as needed.
- Prepares President & CEO's daily materials in advance for upcoming daily scheduled meetings and events.
- Assists in management of emails and voicemails with guidance/input from President & CEO. Routes emails and calls elsewhere as appropriate or needed. Arranges "callbacks".
- Prepares and drafts email and written correspondence for President & CEO including confidential, congratulatory and informational communications.
- Updates and monitors tasks to ensure progress on deadlines; proactively communicates status updates on an ongoing basis.
- Secures travel arrangements as needed.
- Attends meetings as needed to take notes; represents President & CEO by attending meetings in their absence if necessary.
- Proactively prepares PowerPoint presentations in collaboration with Communications Team.
- Maintains accurate files.
- Effectively manages monthly expense reports, corporate credit card reports and mileage reimbursements, ensuring accurate and timely payments are made.
- Actively supports collaboration between areas of work at The Partnership and is administrative liaison when needed with Senior Team.
- Maintains and organizes President & CEO contact lists in database for various meetings, mailings, emails and other communications, including assisting the Investor Relations Specialist to ensure updating of ChamberMaster (CRM) and website listings as needed.
- Assists with planning and execution, as the acting secretary of the Downtown DSM Board, including keeping meeting minutes, bylaws and articles for the Downtown DSM Board & Executive Committee.
- Assists with planning and execution of The Partnership Board and Executive Committee meetings.
- Manage Board portals for The Partnership Board and Downtown DSM Board and Executive Committees.
- Assists with The Partnership Annual Master Planning Calendar including necessary deadlines, reminders and targets.
- Assists with additional meetings, events, tasks and projects as needed, including coordination and preparation of materials and meeting or event space.
- Prepares agenda for and execution of internal meetings and retreats.
- Able to work outside of normal office hours at times.
- Other duties as assigned.
JOB SPECIFICATIONS
Knowledge, Skills and Abilities:
- Excellent meeting planning and scheduling abilities.
- Strong overall organizational and professional communication abilities with leaders, Investors and Members.
- Simultaneously manage multiple tasks, prioritize and solve problems proactively and on short notice.
- Excellent human relations skills and good understanding of group dynamics.
- Proficient in spreadsheet and database management skills.
- Proficient in office technology.
- Highly self-motivated.
- Team player with "we over me" approach.
- In-office presence.
Education and Experience:
- An ideal candidate should have relevant experience to the role that highlights their capability to conduct all administrative work, making sure the President & CEO's operations run smoothly.
- Bachelor's degree in communications, business and/or administration preferred.
- Administrative experience and/or project coordination experience of 7+ years a plus.
- Working knowledge of CRM and Microsoft 365 products, including Outlook, SharePoint, Teams, Excel and Word.
