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Executive Assistant/Office Manager
4 weeks ago
Executive Support
- Monitors progress, coordinates, and prioritizes CEO’s workflow.
- Advises on and prepares minutes, agendas, policies, and documents for the RACVB board, RACVB charitable foundation board and other RACVB stakeholders.
- Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
- Assists in the planning and execution of GoRockford events, as requested.
- Maintains established timeline, preparation, and submittal of Board monitoring reports; including drafting reports as requested.
- As directed by the CEO, plans, and organizes special Board meetings and retreats that focus on long-term plans, issues, and opportunities.
- Assists with accounting and finance, including grants, documents, and filing, as needed.
- Other duties may be assigned.
Administrative Support
- Schedules and confirms meetings and appointments for the President/CEO, senior staff, and board committees.
- Makes travel arrangements as necessary and prepares expense reports.
- Makes copies, sends communication, and composes and drafts letters, memos, and presentations for the President/CEO.
- Opens, sorts, and distributes mail.
- Makes local deliveries, on occasion, for President/CEO or other staff.
- Responds to calls, voice mails, e-mails, and correspondence for the President/CEO.
- Maximizes technology to efficiently support the President/CEO in managing schedules and communication.
- Serves as a valuable “go to” person for senior management team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
- Manages staff recognition program, including birthdays, anniversaries, and special celebrations.
Technology Coordinator
- Provide server administration (new users, login, passwords, etc.).
- Resolve day to day PC and printer issues with guidance and assistance from IT service provider, as necessary.
- Maintain relationship with and schedule services with IT service provider.
- Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings).
- Maintain copiers and schedule repairs, as necessary.
- Provide office training on phone system, copiers, computer software and peripherals, and other equipment.
Office Manager
- Communicate operational policies and procedures, as necessary.
- Oversee scheduling day-to-day maintenance of the building and grounds.
- Maintain inventories of office and kitchen supplies and order as needed to ensure smooth office operations.
- Assist with the purchase of office equipment, services, and maintenance agreements.
- Serve as the ‘point-person’ for the RACVB in greeting guests in person and on the phone.
- Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.).
- Ensure reception area and all common areas are clean, including meeting rooms and kitchen, at the beginning and end of day.
- Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep, as necessary.
- Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials, and ordering brochures, as necessary.
- Open and close office, including unlocking doors, making coffee, checking mailbox, etc.
EDUCATION/EXPERIENCE REQUIREMENTS:
- Three to five years related experience; or equivalent combination of education and experience.
- Prior work experience for an executive level leader, board governance, monitoring and minute taking preferred. Destination/tourism work experience is a plus.
- Candidate should demonstrate an innovative use of strategy, creativity, collaboration, and project management skills to produce meaningful results.
- Candidate should project professionalism and confidence while willing to roll up the sleeves when necessary.
- Must have valid driver’s license and reliable personal transportation. May need to attend a morning, evening, or an occasional weekend meeting/event.
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