Senior Administrative Assistant, CEO and Governance

Job Overview

The Senior Administrative Assistant, CEO and Governance provides high-level administrative support to both CEO and Governance offices. In relation to the CEO’s Office, this position is responsible for, but not limited to, managing meeting scheduling, calendar and travel management for the CEO, expense reporting, and providing support for meetings and events, as well as handling business correspondence. In relation to the Governance Office, the position is responsible for, but not limited to, assisting with scheduling, and executing committee meetings as well as tracking pertinent volunteer information.  Both offices operate at a high pace, with extensive interaction with senior leadership of the society.  Functions are expected to be executed with high energy and a sense of urgency and utilizing problem-solving skills to meet the demands and needs of these key offices.

Accountabilities (are the critical activities and results the position is held accountable to produce)

1. Office of the CEO Administrative Support
2.  Governance Administrative Support           
3. Project Management
4. Coordination and Communication

Essential Functions (define the critical end results expected of the jobholder related to the accountabilities above)

1. Offer comprehensive administrative assistance to the Office of the CEO and the Governance Department, ensuring seamless operations for both departments.
2. Efficiently schedule meetings, organize, and oversee travel logistics and itineraries for the CEO.
3. Assist with the CEO’s expense reporting process.
4. Coordinate, facilitate, and oversee the planning and execution of meetings and events within the CEO’s Office.
5. Assist in scheduling, planning, and executing Governance-related committees (e.g., Standing Committees).
6. Provide assistance for Board of Director meetings as required,
7. Assists in tracking volunteer roles, term limits, and other pertinent volunteer information.
8. Draft and oversee business correspondence, maintaining a high standard of professionalism in both written and verbal communications.
9. This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions as assigned.

Technical Competencies (are applied or practical knowledge and skills needed for effective technical performance)

1. Project Management Skills
2. Organizational Knowledge
3. Planning and Organizing
4. Presentation and Written communication
5. Enterprise Processes and Technologies

Behavioral Competencies (are observable behaviors and skills that matter most for success)

1. Instills Trust (Respect/Honor) – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
2. Drives Results – Consistently achieving results, even under tough circumstances.
3. Optimizes Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
4. Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
5. Self-Development – Actively seeking new ways to grow and be challenged using both formal and informal development channels.
6. Values Differences – Recognizing the value that different perspectives and cultures bring to an organization.
7. Decision Quality - Making good and timely decisions that keep the organization moving forward.

Physical Demands
This is largely a sedentary role and may sit or use PC for long periods of time. Bending, reaching, or stooping may be necessary for use of filing cabinets or other office cabinets or office machines. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines.