Executive Administrative Assistant

Excellent telephone and people skills. 

Highly skilled in using the personal computer and contemporary software packages.   

Proficiency in spreadsheet development required. 

Ability to write creatively and without errors. 

Proficient in maintaining hard copy and electronic filing systems. 

Experience in making travel arrangements including coordination of flights and accommodations for domestic travel. 

Ability to communicate effectively with people from all educations, cultural, social, and economic backgrounds. 

Ability to learn quickly and engage in a number of detailed tasks at once.   

Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.  

Ability to maintain confidential and sensitive information; ability to understand and follow instructions. 

Competence in both oral and written English. 

High level of professionalism and business etiquette. 

Initiative, independence, and compliance 

Ability to sit, stand, bend, lift and move intermittently during the workday. 

Coordinates schedule of CEO. 

Keeps CEO informed of appointments. 

Keeps abreast of CEO’s immediate and long-term commitments and plans; identifies conflicts, flags problems for CEO’s intervention and makes changes as appropriate. 

 Submits purchase requests for Executive Office.  Support high level meetings by editing, copying, and assembling reports including, but not limited to: Board of Directors, Key Staff, Executive Team, External, and Strategic Planning.  Takes meeting minutes as needed. 

Regularly handles confidential and/or sensitive information and is astute as to how these materials should be handled in a variety of mediums (email, hard copy, oral information, etc.) 

Establishes and maintains a solid hard copy and electronic filing system for the Office of the CEO.   

Prepares memos, letters, and articles for CEO. 

Establishes and responds to changing deadlines and priorities; accepts or declines invitations to meetings and arranges for attendance by senior leaders when the CEO is unavailable. 

Secures requested materials from appropriate departments and committees. 

Answers questions and handles routine matters. 

Redirects calls and visitors to appropriate resources, as needed. 

In the absence of the CEO, assumes responsibility for ensuring that requests for action or information, which would normally receive the CEO’s attention, are made known to responsible managers or staff personnel who can satisfy the request.  Monitors resulting activities for the purpose of briefing the CEO.  Decides whether important or emergency matters should be brought to the CEO’s attention. 

Communicates regularly with staff, and internal and external Boards to schedule meetings and secure documents. 

Handles all meeting room logistics for meetings.  Secures briefing materials and documents for the CEO’s meetings. 

Create and modify documents in Microsoft Office software including Excel spreadsheets. 

Makes travel and hotel arrangements; arranges schedule of visits and transportation; notifies organization and officials to be visited; and submits expense statements.  

Set up accommodation arrangements for company visitors. 

Perform general clerical duties to include, but not limited to photocopying, faxing, mailing, scanning, emailing, and filing. 

Performs other duties as requested/required. 

Upholds, complies with, and enforces the Core Principles and Code of Conduct.