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Chief Administrative Officer

2 months ago

Miami, Florida, United States Chapman Partnership Full time
Job Overview

POSITION SUMMARY:

The Chief Administrative Officer plays a crucial role in providing comprehensive administrative assistance to the President & CEO while managing the daily functions of the administrative offices. This position is essential for ensuring the efficient operation of the office by overseeing administrative responsibilities, supervising the front desk team, and fostering a professional and inviting office atmosphere. The Chief Administrative Officer acts as a representative of the President & CEO, enhancing relationships with key stakeholders and collaborating with business leaders on various initiatives.

KEY RESPONSIBILITIES:

  • Facilitates the President & CEO's daily executive administrative tasks, including managing a dynamic calendar of appointments, anticipating scheduling conflicts, and optimizing time management.
  • Assists the President & CEO with timely financial reporting, drafting correspondence, gathering data, preparing presentations, and coordinating complex activities such as travel arrangements and event planning.
  • Handles incoming and outgoing communications for the Office of the President & CEO.
  • Acts as the liaison between the President & CEO and the Board of Directors, supporting Board engagement and managing logistics for Board meetings and related events.
  • Supports the President & CEO in agenda preparation for executive committee and stakeholder meetings.
  • Ensures the President & CEO is provided with comprehensive briefing materials for significant meetings.
  • Maintains confidential files and contact information related to coordinating meetings and events to support the President & CEO's agenda.
  • Provides assistance to department heads across various functions as required.
  • Supervises the front desk team and oversees office operations, including managing supplies and ensuring a well-maintained office environment.
  • Performs additional duties as assigned to support the overall effectiveness of the Executive Office.

SUPERVISORY RESPONSIBILITIES:

  • This role includes supervisory responsibilities for one direct report.

QUALIFICATIONS:

  • A Bachelor's degree or equivalent experience in a business-related field with a strong commitment to supporting Executive-level operations.
  • A minimum of five years of experience working with Executive-level professionals.
  • At least one year of experience in a social service environment is preferred.
  • Proficient in advanced computer applications, including Microsoft Office Suite and online collaboration tools.

SKILLS AND ABILITIES:

  • Exceptional writing and communication skills with a strong command of grammar.
  • Proactive problem-solving abilities and the capacity to work independently.
  • Ability to handle sensitive information with discretion.
  • Strong interpersonal skills to interact effectively with all organizational levels.
  • Ability to thrive under pressure and manage multiple deadlines.
  • Bilingual proficiency in English and Spanish is an advantage.