Executive Administrative Assistant (Part-Time)

Job Type
Part-time
Description
Position Summary:
This is a part-time position working Monday - Friday, 8:00 am - 1:00 pm.
The Executive Administrative Assistant to the President/CEO provides high-level project and administrative support, helping to maximize the President's effectiveness. The Executive Assistant coordinates day-to-day activities of the Executive Office which includes the President, the CFO and the Vice President of Operations, manages administrative needs, ensures timely flow of information to and from the President, facilitates regular and timely communication to Human Resources staff and external stakeholders, and manages communications to key external relationships- including the Board of Directors.
Duties and Responsibilities:
• Organize internal and external meetings, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes as needed
• Design and implement a system for timely and accurate information flow to and from the President
• Coordinate President's scheduling, domestic and international travel, and other administrative needs
• Track, monitor, and follow-up on projects and action items; work closely with members of the executive team to ensure timely completion of tasks
• Manage key relationships on behalf of the President, including with members of the Board of Directors; assist in relationship-building inside and outside the organization by maintaining regular communication and timely follow-up
• Plan and prepare President's timely internal communications and external correspondence
• Coordinate the preparation of briefing materials for meetings and events; work with the Communications/Marketing staff to coordinate development and preparation of the President's public speeches and remarks; work with Sales staff on preparation and travel for meetings and communications with customers
• Ensure that all correspondence and materials exiting the Executive Office are accurate, high quality, and proofread
• Manage special projects and draft strategic communications
• Provide project management for the Board of Directors, including: scheduling and managing follow-up items from all board meetings and tracking outcomes from all committee meetings; updating membership lists and contact information; documenting key correspondence; and facilitating the assessment and evaluation of board members/committees
• Other duties as requested to meet department and organizational needs
Requirements
Required Knowledge & Skills:
• Confidentiality- this role supports the Executive Office, confidentiality is essential
• Strong Excel, Access, MS Word, Power Point, MS Outlook skills
• Exceptional time management skills
• Proficient on computers and other office equipment
• Exceptional verbal and written English communication skills
• Strong analytical skills
• Ability to work under pressure, handle multiple projects and meet deadlines
• Able to work independently and as part of a team
• Professional image and demeanor that represents the Office of the President
• Exceptional attention to detail
• Ability to interact with high-level individuals internally and externally
• Consistently exercises sound judgment; able to anticipate needs and take initiative to get things done
• Ability to travel up to 10% of time, as needed
Qualifications:
• Bachelor's degree and at least 3 years of experience providing direct senior-level project and administrative support
• 5 years' experience providing support at an executive level in a publicly-traded company setting.
Working Conditions & Physical Demands:
• Work typically takes place in a normal office environment requiring sitting, walking, lifting, kneeling, crouching, reaching, handling, talking, hearing, and seeing
• Travel between floors and office buildings may be required
• Environmental conditions: noise, vibration, oils, solvents, chemicals