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Executive Administrative Coordinator
2 months ago
Overview
POSITION SUMMARY
Provide comprehensive administrative assistance by conducting research, managing information requests, and executing clerical tasks such as drafting correspondence, welcoming visitors, organizing conference calls, and coordinating meetings. This role may also involve training and overseeing junior clerical personnel.
Responsibilities
ESSENTIAL FUNCTIONS
Key Duties
1. Generate invoices, reports, memos, letters, and various documents utilizing word processing, spreadsheet, database, or presentation software.
2. Attend board meetings to document minutes.
3. Handle incoming phone calls, directing them to the appropriate individuals or taking messages as necessary.
4. Review and assess incoming memos, submissions, and reports to gauge their importance and plan their distribution accordingly.
5. Compile, transcribe, and disseminate minutes from board meetings.
6. Arrange travel logistics for executives.
7. Prepare agendas and coordinate arrangements, including catering for luncheons, for committee, board, and other meetings.
8. Organize and retrieve corporate documents, records, and reports.
9. Open, sort, and distribute incoming correspondence, including faxes and emails.
10. Draft responses to routine inquiries in correspondence.
11. Oversee and coordinate office services, such as records management, departmental finances, budget preparation, personnel matters, and housekeeping, to support executives.
12. Establish and manage administrative policies and procedures for the organization.
13. Welcome visitors and assess their need for access to specific individuals.
14. Clarify administrative and operational policies and procedures for staff.
15. Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
16. Evaluate operational practices and procedures to identify potential improvements in areas such as workflow, reporting methods, or expenditures.
17. Conduct supervisory tasks such as hiring and terminating staff, providing employee orientation and training, creating work schedules, coaching or disciplinary actions, and approving time sheets for direct reports.
18. Address and resolve minor issues related to computers, telephones, and software.
19. Manage the setup, troubleshooting, and reporting for the Personal Emergency Response System.
20. Participate in all relevant meetings and training opportunities to stay informed on current information and skill development.
21. Adhere to established policies and procedures, including but not limited to:
o Presbyterian Villages policies and procedures.
o Safety policies and procedures.
Qualifications
SKILLS & ABILITIES
Education:
High School Diploma or General Education Degree (GED) with a preference for a two-year college degree.
Experience:
A minimum of two years of relevant experience in a clerical role is required, with executive office experience preferred.
Computer Skills:
Proficient in word processing, spreadsheets, and email applications.
Other Requirements:
Flexibility to work varied hours, including some evenings and weekends for special events.
WORK ENVIRONMENT:
The role is performed in a standard office setting.
