Executive Assistant to the President

Position Summary:

This position provides administrative support for the President and supports the Operations team as needed. The ideal candidate can exercise good judgment in a variety of situations, has strong written and verbal communication and organizational skills, anticipates upcoming needs, and can maintain a realistic balance among multiple priorities. They should be able to work independently on projects and must be able to work under tight deadlines to handle a wide variety of activities and confidential matters with discretion.

Core Responsibilities:

Administrative Support – 85%

• Manages a dynamic calendar of appointments using Outlook
• Ensures President is aware of daily schedule, has appropriate hand-outs, files, presentations, etc. in advance of meetings and is notified of schedule changes as they occur
• Communicates high priority conflicts to obtain feedback and reset priorities prior to rescheduling
• Coordinates the most efficient use of President’s time including anticipating and preparing daily schedule of meetings and priorities
• Organizes, prioritizes, and summarizes content of incoming materials, specifically gathered information, special requests and meeting information
• Anticipates, prepares, and compiles materials for conferences and meetings
• Composes correspondence, memos, presentations, organization charts and confidential material
• Drives projects and initiatives as designated by the President and manages necessary follow-up
• Completes expense reports and reimbursement request on behalf of President
• Assists in the creation and maintenance of forms, documents and reports as needed for the President

Event Coordination – 15%

• Schedules and coordinates meetings, conference calls and other executive events; informs attendees/participants of function dates and times, reserves meeting space and arranges for catering services as appropriate
• Coordinates travel arrangements as needed for President
• Assists with coordination and preparing materials for Monthly Company Staff Meetings, All Associate Meetings, Client Events, and Development meetings.
• Represents the organization on the day of the event and ensures operations run smoothly.