Administrative Assistant to Chief Executive Officer

1 week ago

Rochester, United States Lifetime Assistance, Inc. Full time

Position Summary:

Lifetime Assistance is seeking a highly organized and proactive Executive Assistant to the CEO. This role is crucial in providing comprehensive administrative support to the CEO, ensuring smooth and efficient operation of the Executive Office. The Executive Assistant will manage a wide range of responsibilities, including managing the CEO's schedule, coordinating meetings, handling communications, and supporting strategic initiatives.

Key Responsibilities:

  1. Administrative Support:
  • Manage and maintain the CEO's calendar, including scheduling and coordinating meetings.
  • Prepare and edit correspondence, reports, presentations, and other documents as needed.
  • Handle incoming calls, emails, and other communications on behalf of the CEO, prioritizing and responding as appropriate.
  • Process purchase orders, timesheets, mileage, and expense reports.
  1. Meeting Coordination:
  • Organize and coordinate executive and board meetings, including preparing agendas, distributing materials, and taking minutes.
  • Ensure all necessary materials are prepared and available for meetings.
  • Follow up on action items from meetings to ensure timely completion.
  1. Event Planning:
  • Plan and organize events, executive/board holiday event, conferences, and other executive events.



  1. Project Management:
  • Assist in the planning and execution of special projects and initiatives led by the CEO.
  • Conduct research, gather data, and prepare reports to support the CEO's decision-making process.
  • Monitor and follow up on project timelines and deliverables.
  1. Communication and Liaison:
  • Act as a point of contact between the CEO and internal/external stakeholders, including board of directors and executive committees.
  • Maintain confidentiality and exercise discretion in handling sensitive information.
  • Foster positive relationships with key stakeholders, including board members, senior executives, and external partners.
  • Assist in the creation and distribution of internal and external communications, including newsletters, press releases, and announcements.
  1. Office Management:
  • Ensure the executive office operates efficiently and effectively, managing office supplies, equipment, copiers and facilities.
  • Maintain organized and up-to-date filing systems and records.

Qualifications:

  • Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Minimum of 5 years of experience as an Executive Assistant or in a similar role, supporting C-level executives.
  • Extraordinary interpersonal, written, and verbal communication skills.
  • Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
  • Excellent problem-solving skills with the ability to think critically and strategically.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and other relevant software.
  • Ability to handle sensitive and confidential information with integrity and discretion.
  • Excellent interpersonal skills and the ability to build positive relationships with stakeholders at all levels.



Preferred Qualifications:

  • Proven ability to coordinate and schedule board meetings, prepare meeting agendas, minutes, and ensure materials are distributed in advance.
  • Strong communication with experience acting as the primary liaison between board members and the CEO.
  • Notary Public.

Working Conditions:

  • This position requires once per month evening work up to 8:30pm to support board of directors meeting once per month to 6:00pm for committee meetings.


About Lifetime Assistance:

Lifetime Assistance is a leading non-profit organization dedicated to providing comprehensive services and support to individuals with developmental disabilities. Our mission is to foster independence, dignity, and respect for all individuals, enabling them to live fulfilling lives as valued members of the community.

Lifetime Assistance is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.


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