Executive Assistant

4 weeks ago

Indianapolis, United States MIBOR Full time
Job DescriptionJob Description

We are looking for a dynamic and well-organized individual to join our team The Executive Assistant to the Chief Executive Officer maximizes the CEO’s reach through exceptional leadership, tactical ingenuity, and communication skills through close partnership with the CEO and the executive leadership team. Specifically, the Executive Assistant manages all day-to-day details such as scheduling, travel, meeting prep, certain special events, and general executive office management. This position also serves as a liaison to the MIBOR and MSC boards of directors and participates with senior management in driving the strategic direction of the organization. Most importantly, the Executive Assistant serves to enhance the CEO’s effectiveness by ensuring alignment and accountability around organizational goals and critical business priorities.

Specific Responsibilities:

  • Maximizes effectiveness of CEO
    • Helps CEO prioritize projects and business impacts.
    • Provides analysis, recommendations, and options regarding high impact decisions.
    • Manages CEO’s brand and reputation.
    • Serves as a thought partner and strategic advisor to CEO – challenging ideas and offering a different perspective.
    • Preserves CEOs time by reading, researching, and routing correspondence; drafting documents; collecting and analyzing information. Prepares and initiates correspondence and reports, including drafting letters and responses to inquiries.
    • Communicates to CEO pertinent happenings, concerns, complaints, and events; links the Executive Officer to organizations departments.
    • Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
    • Prepares and sends meeting notifications for committees for which the Executive Officer is responsible.
    • When needed, represents the CEO by attending meetings in the executive's absence, in certain situations speaking for the CEO.
    • Understands and monitors various IAR and NAR programs such as core standards, awards, elections, and business meetings.
    • Manages and coordinates staff recognition program and occasional special projects.
    • Maintain effective communications with leadership team, providing awareness of critical issues confronting projects/initiatives and of the action plans for addressing those issues.
    • At the highest levels, maintains confidence and protects operations by keeping information confidential.
    • Facilitates special projects and ensures action items are executed.
  • Acts as Liaison to the Board of Directors
    • Acts as the liaison by providing support to the Board of Directors.
    • Assists, serves, and cooperates with Board President, officers, and directors.
    • Plans and arranges the logistics of all Board meetings, provides regular communications with the Board of Directors.
    • Assists CEO in creation and distribution of Board meeting agenda, exhibits, and talking points.
    • Assists CEO in the planning and coordination of off-site Board of Director’s planning retreat and management staff planning retreat.
    • Maintains official minutes of the Board of Directors and other official meetings and provides security for all files, legal, and historic documents.
  • Supports Executive Team (Management Team)
    • Partners closely with the CEO and the executive leadership team.
    • Promotes the successful planning and execution of key team priorities.
    • Supports and improves CEO and Executive Team effectiveness through the planning, prioritization and coordination of executive action items.
  • Provides Sophisticated Calendar Management
    • Schedules appointments to maximize time management for the CEO.
    • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
    • Prioritizes inquires and requests while troubleshooting conflicts; makes judgements and recommendations to ensure smooth day-to-day engagements that maximizes the reach and effectiveness of the CEO.
    • Coordinates department calendars, prepares the master calendar for the organization and assists in setting up meetings.
  • General Administrative Duties
    • Makes travel arrangements and itineraries for the CEO, Board of Directors, as necessary.
    • Point of contact among executives, employees, members, and other external partners.
    • Prepares reports by collecting and analyzing information.
    • Prepares the Executive Office and Board of Directors’ budget for approval of the Chief Executive Officer.
    • Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
    • Processes purchase orders, expense reports, credit cards statements and reimbursement forms monthly
    • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
    • Is responsible for the annual submission of the NAR Core Standards certification.

Competencies:

  • Attention to detail.
  • Strong interpersonal skills; professional countenance and demeanor
  • Flexible, organized, and able to deal diplomatically and collaboratively with a wide variety of individuals both within and outside the organization.
  • Outstanding organizational and time management skills
  • College degree preferred, 5-7 years of relevant experience in an administrative role, working with executives in the association management field a must.
  • Takes initiative.
  • Personal effectiveness/credibility and stress management/composure
  • Excellent communication skills; written, verbal, and listening.
  • Technical capacity/Microsoft Office familiarity
  • Can subscribe to MIBOR Values: Service, Excellence, Integrity, Collaboration and Family


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