Executive Assistant

: Executive Assistant (to President)

SUMMARY INFORMATION

I.* JOB SUMMARY*
The Executive Assistant provides direct support to the President but will also assist other members of the management team. The ideal candidate has a servant’s heart, is extremely trustworthy, a problem solver, detail-oriented, highly organized, quick on their feet, an excellent communicator, and has the ability to maintain confidentiality. Keeping open communication with the President is critical to the job function as is the ability to prioritize tasks and projects.

II.* MINIMUM QUALIFICATION OR EQUIVALENTS*

• EDUCATION: High School Diploma
• EXPERIENCE: +5 years of office experience
• LICENSURE OR CERTIFICATION: N/A
• SKILLS: Strategic planning skills; time management skills; organizational skills; critical thinking; inter-personal communication and negotiation skills; decision-making ability; verbal and numerical aptitude.

III. ORGANIZATIONAL RELATIONSHIPS
Report to: President

IV. WORKING CONDITIONS AND EFFORT
Work in typical office setting, regularly subject to extended/flexible hours, with limited travel required. This position is full-time, Monday-Friday 40 hours per week.

V. ESSENTIAL FUNCTIONS
The following abilities are required to perform the fundamental duties of this position:

• Organizational and planning skills
• Attention to detail
• Communication skills
• Ability to uphold a high level of confidentiality
• Ability to be proactive and to anticipate the needs of the management team
• Time management
• Proficient in Microsoft Office programs
• Adaptability
• Initiative
• Team member

VI. CONTACT WITH OTHERS
Frequent and important contacts with carriers, producer customers, outside agencies and staff

VII. EQUIPMENT USED/SPECIAL SKILLS REQUIRED

• Computer system, printer, phone – more important are interpersonal and negotiation skills
• Proficient in Microsoft software, Internet, emailing and good overall computer skills required.

VIII. JOB DUTIES
The following description of job responsibilities and standards are intended to reflect the major responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities assigned from time to time. The described duties are not all inclusive.

PRIMARY JOB RESPONSIBILITIES

• Organize and coordinate meetings and events.
• Transcribe and distribute minutes of meetings.
• Organize and submit expense reports.
• Liaise with internal staff.
• Monitor, screen, and respond to incoming communications.
• Retrieve and organize documents and reference materials for contracts and audits.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Manage and organize executives’ calendars and make appointments on their behalf.
• Register staff for conferences and conventions, and organize and book all necessary travel.
• Organize and run reports.
• Maintain office and janitorial supply inventory as well as office refreshments.
• Monitor and maintain current licenses for the organization and its employees.
• Organize and manage to-do lists for multiple members of the management team.
• Schedule necessary building maintenance and repairs.
• Maintain communication with off-site employees and other office locations.
• Organize continuing education classes.
• Schedule and proctor tests for staff members.
• Plan and organize office meals.
• Welcome and encourage ideas and suggestions for improvement, and implement changes where needed.
• Develop and consider new program ideas and help implement the program creation when necessary.
• Other duties as assigned by the President Lead annual goal setting.

Other

• Work with IT to make sure items are addressed and resolved.
• Assist and support other managers where needed.
• Maintain thorough documentation.
• Keep open and constant communication with staff and always have an open door for staff.
• Maintain a positive attitude and professional appearance. Set an example for the rest of the team by going above and beyond what is expected for the betterment of CLGA.

Executive Assistant plays a leading role in exemplifying and preserving the day-to-day company culture by which corporate goals are met. Cultural Values of our organization: service, solutions, education, family, responsibility for your actions, self-governing, character, good of the whole over self, and integrity.

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year