Executive Assistant Board Liaison

3 weeks ago

Eugene, United States Holt International Children's Services, Inc. Full time
Job Type

Full-time

Description

Full-time/Salaried Position

Starting salary based on experience: $46k - $54k

DEPARTMENT SUMMARY:

POSITION SUMMARY:

Assists in the smooth and efficient operation of the Executive Office by providing administrative support and assistance to the President and CEO; serving as a liaison between the President & CEO, key executives, staff, Board and public; coordinating key Board support logistics; maintaining confidentiality of all sensitive information and materials.

ESSENTIAL JOB FUNCTIONS:
  1. Composes and produces information for the executive office by preparing correspondence, reports, presentations, and other materials as requested by the President and CEO, Board, staff, and other outside inquiries. Takes official minutes at all Board meetings; formats and edits new Board manuals and materials as needed.
  2. Conserves President and CEO's time by staying current on Eugene and Branch happenings, country programs, events, and other issues related to the Executive Department; screening and responding as appropriate to calls, correspondence, and other inquiries; communicating accurate and timely information to the Board; recommending the creation of tasks and processes; and accomplishing special projects as assigned by the President and CEO.
  3. Maintains permanent Executive files including Board minutes, Articles of Incorporation and Bylaws, confidential Executive files and correspondence, and other files by developing and utilizing efficient filing and retrieval systems.
  4. Assists the President and CEO in monitoring and achieving objectives by tracking performance objectives and outcomes, activities, timelines, and agreed decisions for the following: current and future taskforces, leadership and expanded leadership agendas, quarterly reviews, annual retreat and other work as assigned by the President & CEO.
  5. Manages travel itinerary by planning schedules, making reservations for travel and lodging for the President and CEO, the Board and others as assigned by CEO, including visa/passport coordination and other logistical duties. Coordinates itinerary and activities with the recipient of their visit. Follows up with proper protocol.
  6. Coordinates Board Meetings and related events by making all necessary arrangements. Research and preview appropriate facilities to assure the best use of resources. Coordinates lodging, food, equipment and activities. Prepare correspondence to ensure efficiency of meetings. Provides hospitality and meeting information.
  7. Assists in the Board governance of the organization by coordinating the development and logistics of Board member educational and involvement activities with Holt.
  8. Provides positive public relations by representing the President & CEO as needed at internal and external functions and serving as the President and CEO's liaison with various constituencies; welcoming guests and clients and answering inquiries. Maintains knowledge of Holt history, current programs and events.
  9. Assists the President and CEO in achieving objectives related to the Board and other Holt constituents by providing staffing to special tours, committees and councils as assigned by the President and CEO.
  10. Coordinates President and CEO and Senior Leadership schedules by developing and maintaining calendars relating to travel, vacations, meetings, events, and other activities as assigned. Identifies and utilizes best practices to share appropriate work and travel calendars.
  11. Ensures continuity of department activities during the absence of the President and CEO by coordinating with other Leadership in the agency.
  12. Contributes to the team effort by exhibiting cooperative and effective work relationships, such as, responding positively to challenges, assignments, inter and intra departmental requests; seeing beyond own tasks to help fulfill the organizational goals.
  13. Contributes to a positive, productive work environment by meeting attendance and punctuality guidelines and pre-arranging time off with appropriate notice; treating all people with dignity and respect; Exhibiting good listening and comprehension skills including giving and welcoming feedback. Maintains confidence and protects operations by keeping information confidential.


SCOPE OF RESPONSIBILITY: Exercises good judgment, courtesy, tact and the proper protocol when working with Board members, management, staff, volunteers, interns, and the public. Represents Holt and the Executive Department in a professional and personable manner. Recommends improvements to the President and CEO office morale issues, employee recognition and overall professional appearance of the office. Must be able to prepare executive level correspondence and presentation materials and reports, including those of a sensitive and confidential nature, for the President and CEO and Board with minimal supervision. This includes the drafting of responses to letters and inquiries on behalf of the President and CEO, the Board and Board Emeritus, with minimal supervision. Completes special projects that require assessment, tracking, recommendations and follow-through. .

INTERPERSONAL COMMUNICATION: Coordinates schedules for meetings with Board members, leadership, staff and the public as needed. Responds to questions and concerns asked by Board, staff, and the public as deemed appropriate. Communicates and interacts comfortably with Board that has strong Christian values and commitments. Relates respect and sensitivity to individuals of other cultures.

IMPACT OF RESULTS: President and CEO's time is conserved and maximized. Work is completed efficiently and effectively. Information given is accurate, clear and concise. The Board of Director's consistently receive timely communication and information necessary to the function in setting and monitoring Board policy and desired outcomes. Executive Department and the Board are represented in a professional and efficient manner. Failure to fulfill the responsibilities of this job could result in: inefficient use of the President and CEO's time thus inhibiting the growth of the organization; compromise confidentiality leading to possible legal action against the agency; poor public image of Holt's which might diminish Holt influence in caring out its mission; and ineffective Board governance resulting in a failure to develop sound policies and direction for Holt's future.

REPORTS DIRECTLY TO: President & CEO

Requirements

SUCCESS FACTORS:

KNOWLEDGE AND EXPERIENCE: Requires at least 5 years' administrative office experience, preferably as an assistant to an executive or department director. Must be able to prepare executive level correspondence and presentation materials and reports, including those of a sensitive and confidential nature, for the President and CEO and Board with minimal supervision. This includes the drafting of responses to letters and inquiries on behalf of the President and CEO, the Board, and Board Emeritus. Thorough knowledge of English, spelling, punctuation, and arithmetic; proficiency in word processing and other computer related skills; as well as excellent organizational, written and interpersonal communication skills are required. Must have ability to attain thorough knowledge of Holt, including its history, current operations, and programs in order to represent Holt and articulate this knowledge to Board Members, staff and the public.

INFORMATION PROCESSING: Uses Microsoft Suite, Adobe, and/or other appropriate tools to compose, format and edit correspondence, reports, newsletters, presentations and board meeting minutes. Receives and responds to inquiries, verbal and written, or refers to appropriate person for response. Researches and analyzes information for reports and inquiries; coordinates the President and CEO's schedule with Leadership Group, Board, staff and general public as needed. Arranges travel itineraries for the President and CEO. Organizes and maintains filing system.

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