Executive Assistant

This is an on-site position.

Our client is a well-regarded association which seeks to advance the science of occupational therapy to support people’s full participation in meaningful life activities.

This position reports directly to the CEO, we are looking for candidates who have a get-it-done attitude!

Benefits Include: Medical, vision, and dental insurance, HSA, 401K, transportation / parking subsidy, vacation and sick leave and 12 paid holidays per year.

Description:

Provides administrative support to the Chief Executive Officer. Provides administrative and logistical support to the Board of Trustees. Coordinates all meetings of the staff, Board of Trustees, Planning Grant Collective, Engage Summit, and other meetings/conferences as directed. Designs systems and office procedures to facilitate efficiency and productivity. Administers the Awards and Recognition Program. Serves as the liaison between the Chief Executive Officer and internal and external contacts.

Responsibilities:

• Provides administrative support to the Chief Executive Officer including technical preparation of correspondence and reports. Maintains CEO’s calendar and manages schedule, including scheduling appointments / meetings.
• Creates, maintains, and updates administrative databases. Maintains correspondence files.
• Serves as secretary to the Board of Trustees. Prepares meeting materials and minutes, coordinates meetings, and manages on-site logistics. Serves as the liaison between the Chief Executive Officer and internal and external contacts.
• Develops, organizes, and implements office procedures, including inventories. Maintains current documentation of office procedures.
• Establishes systems for filing and retrieving the records and communications materials for maximum efficiency. Troubleshoots and assists office personnel in using relevant databases.
• Serves as a facilities coordinator, and coordinates requests with building facilities management personnel. Troubleshoots and solves office equipment problems, schedules maintenance and orders office supplies.
• Works with the Chief Operating Officer on processing bi-weekly payroll.
• Works with Communications & Marketing on updates to web-pages as needed.
• Troubleshoots, coordinates with staff and consultants to resolve IT related issues.
• Provides administrative support in the planning, execution, and onsite coordination of events at the Annual Conference
• Provides administrative support for the Awards Program and liaises with Awards and Recognition Committee.

Education/Experience Required:

• Bachelor’s Degree or equivalent business experience.

• At least five years of EA or AA experience

• Demonstrated proficiency with word processing in a Windows, Sharepoint environment

Qualifications:

• Sound judgment and confidentiality.
• Ability to work cooperatively as well as independently.
• Flexibility and a tolerance for ambiguity.
• Ability to write and/or technically edit reports.
• Ability to prioritize workload and meet deadlines.
• Excellent communication skills, both written and verbal.
• Maintains professional demeanor and has superior customer service skills.
• Excellent organizational skills and proof-reading skills.
• Must be detailed oriented, able to coordinate multiple projects simultaneously, and able to collaborate effectively with various internal and external constituents.
• Prior experience with hosting webinars, meeting scheduling, and program coordination.
• Proficient with Zoom and/or other online meeting / webinar software.
• Proficient with Microsoft Office Suite software, including Outlook, Sharepoint, One Drive, Excel, Word, Publisher, PowerPoint, and desktop database programs.

If this position piques your interest, apply today!