Job Title: Executive Assistant

Direct Report of: President and Chief Executive Officer

FLSA Status: Exempt

Department: Executive

Updated: February 2024

Summary: This position provides high-level administrative support to the president and CEO to ensure that administrative duties to and from the Executive office are developed and distributed with an appropriate level of professionalism and attention to detail. In addition, the position is responsible for conducting research, preparing presentations, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Individual is required to use a wide degree of creativity and latitude in daily decision-making, thereby relieving the CEO of many administrative-type functions. This position requires that complete confidentiality be maintained.

Essential Duties and Responsibilities:

Following is a summary of the essential functions for this job. Other duties may be performed, both major and minor, which are not mentioned below. Specific activities may change from time to time.

• Manages the CEO’s schedule and priorities.

• Provides meeting material for all appointments to ensure that the president and CEO has all necessary information and paperwork for appointments and meetings.

• Prepares written correspondence.

• Fields and directs all calls to the president and CEO.

• Changes and updates the president and CEO’s calendars, and contact list to ensure all pertinent information is accurate.

• Coordinates day-to-day schedule for travel, in conjunction with travel coordinator, to ensure that all meetings and appointments are scheduled.

• Organizes paper files, electronic files and e-mails to ensure an organized and well maintained work environment.

• Reviews corporate wide communications prior to publication.

• Assists with organizing Board meetings and related corporate events as appropriate.

• Serves on internal committees, providing a voice for the executive offices.

• Coordinates the preparation of Board meeting materials.

• Works with Board of Directors on scheduling of events.

• Plans and coordinates annual election process for the Board of Directors in conjunction with the Governance Committee.

• Coordinates calendar and execution of monthly Lunch & Learns, Town Halls, and Senior Staff Meetings in addition to other company-wide events.

• Provides support for outside organizations of president and CEO’s involvement, including coordination of events, membership administration, maintaining/updating membership files, and correspondence with Board members, organization members and non-members.

• Supervises other administrative functions and staff.

• Conducts monthly meetings with administrative staff of the organization.

• Supervises work of travel coordinator and policy & records administrator.

• Assists in the planning and execution of special projects/initiatives for the executive department.

• Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Associate degree or equivalent from two-year college or technical school required
• Bachelor's degree preferred
• 5 years related executive support experience and/or training preferred
• Or, equivalent combination of education and experience

• Intermediate to advanced knowledge of Microsoft Word, Excel, Internet Explorer, Access and Outlook, and experience creating graphs and presentations
• Ability to pay close attention to detail for accuracy and thoroughness in completing work
• Ability to develop specific goals and plans to prioritize, organize and accomplish work
• Editing experience

Language Ability:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Excellent writing skills, including grammar, spelling and punctuation.
• Ability to speak effectively before groups of customers or employees of the organization.

Math Ability:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Attention to Detail:

• Ability to pay close attention to detail for accuracy and thoroughness in completing work.

Organizing, Planning and Prioritizing Work:

• Ability to develop specific goals and plans to prioritize, organize and accomplish work.

Computer Skills:

• Intermediate to advanced knowledge of Microsoft Word, Excel, Microsoft PowerPoint, Survey Monkey, and Canva.

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.

• The noise level in the work environment is usually moderate.

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.

• Occasionally required to lift and/or move up to twenty pounds.
• Occasionally required to stoop, kneel, crouch, or crawl.
• Regularly required to use hands and talk or hear.
• Regularly required to climb stairs.
• Frequently required to stand, walk, sit, and reach with hands and arms.
• May be required to travel domestically and internationally.