Executive Assistant To Ceo

GENERAL OVERVIEW OF KEY ROLES & RESPONSIBILITIES:

The Executive Assistant is responsible for providing a full range of administrative and office management support related to work assigned by the Chief Executive Officer. The primary responsibilities of this position include the compilation, editing, and distribution of a vast array of documents including reports, PowerPoint presentations, and surveys. In addition, the Executive Assistant leads the scheduling and logistics for executive members' constituency meetings, internal staff meetings, as well as other member and stakeholder meetings.

ESSENTIAL & CORE FUNCTIONS:

• Provide administrative support staff with inquiries.
• Tracks program compliance with reporting requirements.
• Arrange and coordinate conference calls for executive members, constituency meetings, internal staff meetings, and stakeholder meetings.
• Initiate and edit memos/reports for meetings and general correspondence with executive members, constituents’ government officials, stakeholders, and other officials.
• Prepares and disseminates agenda information to members prior to scheduled meetings.
• Maintain various list-serve distribution lists and distribute material to contacts as appropriate.
• Distribute various reports to members groups as needed throughout the year.
• Set up and maintain filing of all official correspondence prepared as well as all meeting materials for department sponsored meetings.
• Assist staff in coordinating all meeting and webinar logistics such as scheduling speaker practice sessions and arranging for receipt of presentation materials for all webinars that Department staff organize.
• Work with staff in preparing PowerPoint presentations and reports, provide review and assist in creating visually appealing, well-organized and coherent presentations and reports.
• Maintains files including filing and the retrieval of hard copy and computer files while maintaining confidentiality and file safety.
• Work across departments, including the Executive Office, to create and finalize Board Reports. This includes organizing, proofreading, and formatting the Department report, as well as coordinating with other departments to ensure consistent messaging.
• Respond to telephone and email communications with personnel and other officials to address organizational needs.
• Coordinate approval processes.
• Assist in scheduling meetings for staff. Register staff for conferences and arrange travel and hotel reservations.
• Prepares and updates weekly and monthly calendar for the Chief Executive Officer.
• Assist with report preparation process.
• Prepares monthly status reports by compiling data from logs, files, and other resources.

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• Orders and coordinates the purchasing of office supplies.
• Performs other duties and special projects as assigned.

PREREQUISITES & QUALIFICATIONS FOR THE POSITION:

• High school or equivalent (Preferred)
• Prior Administrative or office management: 5 years (Preferred)
• Valid FBI clearance, criminal history check and child abuse history clearance required.
• Advanced Microsoft Office Suite skills required, primarily Word and PowerPoint.
• Must be a technology enthusiast with an innate ability to independently learn and leverage technology.
• Must possess meeting planning, project management, and communication skills, as well as an ability to manage a variety of documents including organizing, proofreading, and formatting to ensure a professional image.
• Ability to multi-task, work within strict deadlines, and anticipate and balance competing demands.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit, talk, hear, and use hands. The employee is occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Excel: 3 years (Required)
• Microsoft Powerpoint: 3 years (Required)

Work Location: In person