Corporate Secretary - Executive Assistant

Position Description

The Chief of Staff/Corporate Secretary is a thought partner to the CEO, handling conversations and decisions which can be made at the Chief of Staff level before they get to the President’s desk. The COS holds primary responsibility for generating and maintaining the records of the corporation including the minutes of the Board of Directors, and of other official corporate bodies, committees, or groups, and sits in on those meetings in place of the President as appropriate.

The COS serves as a thought partner to the CEO, thinking through and implementing next steps to accomplish goals, and provides a bridge for smooth communication between the CEO and other departments. He/she manages the office of the President, represents that office to residents and others, and responds to requests for service and assistance in a manner that exemplifies the highest standard of customer service. This position also provides clerical support to the President, the Vice President/CFO, the President of the Resident Council, and, as necessary to the Chair of the Board of Directors.

Status Exempt

Job Relationships

Reports directly to the President/CEO.

Essential Duties and Responsibilities

Meets weekly and as needed with the CEO to review past and upcoming items/issues/events.

Works with president to maintain and update tactical plan and annual calendar related to Board and Leadership meetings, as well as resident events and employee/compliance events.

Interacts on behalf of the CEO with residents, staff, and the public delivering excellence in resident, staff, and public relations and customer service. This requires decision-making on a continual basis related to projects to address any issues that arise, and coordination/follow-up with other departments assigned to handle such work. Also requires clear communication with CEO and an understanding of which items may require CEO approval or discussion.

Meeting Responsibilities:

Attends Leadership team meetings and is responsible for assigning follow-up items to staff members responsible for tasks related to ongoing projects, and adjusting timing, etc. as needed.

Attends Resident Council and Town Hall meetings, standing in for the CEO in his/her absence, and records and distributes meeting minutes. Manages any raised issues, in coordination with the CEO as necessary.

Attends meetings of the Board of Directors, the Executive Committee, and other Board Committees as necessary, and records and subsequently prepares meeting minutes for those meetings.

Maintains various files and records for the corporation and the Office of the President (to include but not limited to retaining Board and Committee documents, filing and accurately reporting Continuing Education Units for the renewal of the president’s license.) Attests to and applies corporate seal as needed to legal documents.

Prepares various reports, to include the annual Disclosure Statement. Ensures Art Inventory books are up-to-date.

Coordinates all logistics related to meetings for the Board, the President and the Resident Council. Assigns duties/partners with departments such as Dining, Housekeeping, Talent Arts, as needed to ensure all preparations are made.

Responds to phone calls directed to the CEO and coordinates CEO’s calendar.

Provides secretarial services, including correspondence management, as requested by the President, the Vice President/CFO, Resident Council President and Departmental Directors as needed.

Update Tactical Plan in consultation with Senior Leadership.

Prepares Board Orientation manuals and Resident Council Orientation manuals.

Maintains the list of prospects for nomination to serve on the Board of Directors and maintains the record of Board service and eligibility for nomination to additional terms of service.

Coordinates travel arrangements, conference registrations, etc. for Departmental Directors as needed.

Minimum Experience

• Minimum five to seven years experience in a role which requires discretion and independent judgment,
• Experience in supporting customers who require considerate handling and may have complex needs, and in working with multiple parties to come to a solution.
• Experience in persuasive, professional writing and editing.
• Skilled in Microsoft Excel, Word, Outlook and PowerPoint and in administrative tasks such as calendar organization, note-taking and report preparation.
• Experience with boards is preferred, as is experience in event planning.

Minimum Education

Associate’s or Bachelor’s degree preferred.