Executive Assistant/Corporate Secretary
4 weeks ago
Job Summary:
The Executive Assistant will work closely with the President & CEO and is responsible for managing a calendar with a heavy schedule and activities. Must be highly professional, organized, and be able to juggle multiple priorities, work independently and be a self-starter.
Qualifications & Preferred Education Required:
- AA or BA degree with 2-years related experience
- Prior Executive Assistant experience with a high-level executive that has a full schedule
- Flexible and experienced in organizing a constantly evolving schedule
- Be able to problem solve, think quickly, and make decisions independently
- Detail oriented, accurate, high level organizational and time management skills
- Able to multitask and juggle priorities
- Excellent communication skills and comfortable communicating with high level executives
- A professional presence and ability to represent the organization at public events
Essential/Primary Job Duties:
- Responsible for handling President’s calendar and appointments
- Handles high volume scheduling and tracks frequent schedule changes especially during legislative session
- Organizes weekly staff meetings that revolve around the President’s calendar
- Serves as the Corporate Secretary for the Executive Committee and Board of Directors
- Coordinate Committee and Board meeting logistics, prepare all meeting materials, attend meetings, and transcribe minutes
- Maintain all Board related documents and files - meeting schedules, term limits, conflict of interest, contact information and other relevant documents
- Assist with oversight of Chamber contacts and agreements
- Assists with internal company functions such as team building and staff events
- Collaborate with other team members on projects and events
- Assist with Chamber Signature Events, including but not limited to, Annual Membership Luncheon, Golf Tournament, Employment Law Seminar, Hawaii on the Hill
- Participate in strategic planning and execution
- Maintain strong working knowledge of all Chamber products, services, and programs
- Handle confidential information with discretion and professionalism
- Liaise with internal departments and external stakeholders on behalf of executive
- Anticipate the needs of the executive and proactively solve problems
- Support with updates and maintenance to the Phone System
- Mange Xerox and manage supply orders
- Manage Supply inventory and ordering
- Assist in maintaining neat and clean office environment, including kitchen, and inventorying and ordering supplies.
- Perform other duties as assigned.
Skills:
- Proficient in MS Office: Word, Excel, Power Point: Outlook experience with full extent calendaring features
Other Requirements:
- Normal business hours, with some early morning, evening, and weekend hours
- Vehicle and valid driver’s license
- Able to lift 25 pounds
Annual Starting Salary: Commensurate with experience.
Benefits: Medical and Dental, Disability and Long-Term Care Insurance, 401K, Paid Time Off, 16
Paid Holidays Annually, Reimbursement for Qualified Expenses and Mileage, Parking.
All offers are contingent upon successful completion of background and reference checks.
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