Chief Executive Officer's Administrative Partner
2 weeks ago
Executive Administrator
In this pivotal role, you will provide comprehensive support to the Chief Executive Officer, Shareholder Liaison, CFO, and Senior Vice President of Human Resources at Highlights for Children, Inc. Your expertise will be essential in managing daily operations and facilitating interactions with the Board of Directors, executives, management personnel, and shareholders.
Key Responsibilities:
- Enhance the efficient use of the executive's time by anticipating needs and resolving scheduling conflicts, particularly regarding calendars, meetings, and travel arrangements.
- Develop and manage the executives' schedules, coordinating with both internal and external stakeholders in a dynamic work environment.
- Organize and execute virtual meetings using platforms such as Teams and Zoom, ensuring smooth technological integration.
- Collaborate closely with fellow executive assistants to maintain a consistent business rhythm and effective scheduling.
- Coordinate Board of Directors meetings and special events, including travel and hospitality logistics.
- Plan and execute executive functions and special events, including venue selection, catering arrangements, entertainment, and transportation logistics.
- Maintain ongoing communication with the Board of Directors, family members of the founders, and shareholders.
- Create and manage complex information through digital means, including the preparation of spreadsheets, memos, letters, and presentations.
- Act as a liaison between the executive and staff/business associates, facilitating communication and meeting arrangements.
- Handle sensitive and confidential matters for the executive, including financial, budgetary, and strategic information.
- Prepare reports and expense vouchers, ensuring accurate reconciliation with credit card statements.
Qualifications:
- A minimum of 10 years of administrative experience, with at least 5 years supporting executive-level management.
- Experience collaborating with Boards of Directors and engaging with external partners and business leaders.
- Proven ability to work with volunteer committees and multi-generational family groups.
- Proficient in the technological skills necessary for planning and executing virtual meetings.
- Strong computer skills, including advanced proficiency in MS Word, PowerPoint, and Excel, with a capacity to quickly adapt to new technology.
- Demonstrated ability to manage multiple projects with attention to detail and excellent follow-through.
- Ability to work independently, manage time effectively, and adapt to changing priorities.
- Exhibit a high degree of professionalism, integrity, and discretion, along with superior written and verbal communication skills.
- Capable of analyzing organizational and management challenges and implementing effective solutions.
- Possess a positive attitude with a strong customer service focus and proactive problem-solving skills.
- Confident in engaging with high-level executives while maintaining an authentic and approachable demeanor.
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