Chief Executive Officer's Administrative Partner

2 weeks ago

Columbus, Ohio, United States Highlights for Children Full time
Position Overview

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 contributions 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 concerning calendars, meetings, and travel arrangements.
  • Develop and manage complex schedules for executives, coordinating with internal and external stakeholders in a dynamic work environment.
  • Organize and execute virtual meetings using platforms such as Teams and Zoom, ensuring a seamless experience for all participants.
  • Collaborate closely with fellow executive assistants to maintain a consistent business rhythm and effective scheduling.
  • Plan and coordinate Board of Directors meetings and special events, including travel and hospitality logistics.
  • Oversee the organization of executive functions and special events, managing venue selection, catering options, entertainment, and transportation logistics.
  • Maintain ongoing communication and relationships with the Board of Directors, the founders' family, and shareholders.
  • Create, maintain, and disseminate complex information through digital means, including spreadsheets, memos, letters, and presentations.
  • Act as a liaison between executives and staff/business associates, facilitating communication and arranging meetings.
  • Handle sensitive and confidential matters for executives, 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 external business partners.
  • Proven ability to work with volunteer committees and multi-generational family groups.
  • Proficient in the technological skills necessary for planning and executing virtual meetings.
  • Advanced proficiency in MS Word, PowerPoint, and Excel, with a capacity to quickly adapt to new technology solutions.
  • Demonstrated success in managing diverse tasks and projects, with a strong attention to detail and 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 excellent judgment and communication skills.
  • Strong analytical skills to assess organizational and management challenges and implement effective solutions.
  • A positive attitude with a strong customer service orientation and proactive problem-solving abilities.
  • Confidence in interacting with high-level executives while maintaining authenticity and relatability with all stakeholders.

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