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Executive Assistant
1 month ago
EXECUTIVE ASSISTANT Position Overview Department: Office of the President Reports to: President/CEO, Chief of Staff We are looking for candidates who are committed to making a lasting impact and growing alongside our organization. Ideal candidates will have a proven track record of longevity within previous roles and exhibit genuine enthusiasm for long-term engagement within this position. Job Summary: The Executive Assistant (EA) plays a pivotal role in supporting the Office of the President by providing top-tier administrative assistance and managing various projects. This position demands unwavering initiative, accountability, and discretion. The EA ensures seamless coordination of schedules, logistics, and administrative tasks, while representing the office professionally to stakeholders, including staff, board members, association members, donors, and the media. Specific Responsibilities within the Office of the President/CEO: Collaborates with the President/CEO to develop and execute weekly, monthly, and quarterly work plans, guiding projects, travel, and meetings. Takes independent and collaborative action to advance specific projects under the purview of the President/CEO and the office. Records meeting minutes, tracks assignments, and maintains meticulous documentation. Manages the President/CEO's calendar, scheduling appointments, and coordinating detailed meeting logistics including travel arrangements. Coordinates briefing materials and facilitates communication with internal staff for events and meetings involving the President/CEO. This person serves as the coordinating interface between the President/CEO and member companies to plan, prepare, and follow-up on-site visits and consultations. Oversees remote access arrangements for meetings with the President/CEO. Handles incoming communications, takes messages, and manages outgoing calls. Coordinates the maintenance of yearly operational calendar in collaboration with the Chief of Staff. Maintains internal and external contacts, email correspondence, and other Microsoft Outlook data. Manages expense reports and reimbursement requests on behalf of the President/CEO and Chief of Staff. Provides administrative support, including drafting letters, editing documents, and maintaining files efficiently. Assists in preparing for board and special group meetings, managing logistics, and distributing materials. Meets weekly with both the President/CEO and the Chief of Staff to coordinate projects, upcoming appointments, and general information distribution. Assists the Chief of Staff with the administration of materials pertaining to the Board of Directors. Serves as initial point of contact for the President/CEO. Assists with coordination of organization-wide projects and initiatives at the discretion of the President and the Chief of Staff. General Office Responsibilities: Manages incoming mail distribution. Records invoices for accounts payable and coordinates documentation for payment. Arranges travel and accommodations for staff, including complex logistics for meetings and events. Supports department directors with administrative tasks, including expense reconciliation and office supply management. Performs other duties as assigned. Qualifications & Requirements: Minimum of three years of administrative support experience, specifically supporting executives. Proven track record in project management and meeting planning. Ability to prioritize tasks and meet deadlines in a fast-paced environment. Proactive and adaptable approach to handling multiple tasks and shifting priorities. Professional demeanor, with exceptional interpersonal and communication skills. Proficient in Microsoft Office and database applications. Familiarity with opera and relevant industry experience is advantageous. Exceptional attention to detail and organizational skills. Ability to work under pressure and occasional weekends. #J-18808-Ljbffr