Administrative Assistant & Board Secretary

Description

The Administrative Assistant performs a variety of high-level administrative support tasks to the President & CEO.

The Board Secretary & Treasurer performs a variety of administrative and support tasks for the Board of Directors and CEO. The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements and to enable authorized persons to determine when, how, and by whom the board’s business was conducted. To fulfill these responsibilities, and subject to the organization’s bylaws, the Secretary records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfills any other requirements of a Director and Officer, and performs other duties as the need arises and/or as defined in the bylaws.

Specific Job Functions:

1. General Administrative Support:

• Provides high-level administrative support and assistance to the President & CEO.
• Performs clerical and administrative tasks including drafting letters, agendas, memos, reports, and other documents.
• Arranges travel and accommodations for the President & CEO.
• Manages the President & CEO’s email (inbox monitoring, email drafting, follow-up, prioritization, and organization).
• Ensures the President & CEO is prepared for upcoming events, all while maintaining confidentiality and discretion.
• Represents SFSB in a positive and professional manner in all communications.

2. Technology & Tools:

• Proficiency with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Experience with CRM systems and document management platforms (e.g., SharePoint, DocuSign).

3. Event and Meeting Coordination:

• Calendar management (scheduling and coordination, prioritization, time blocking, and communication).
• Organize internal and external meetings, including logistics, agendas, and minutes.
• Coordinate and facilitate board and board committee meetings.

4. Communication & Liaison Duties:

• Act as a liaison between the CEO and internal/external stakeholders.
• Draft executive-level communications and presentations.

5. Decision-Making & Initiative:

• Anticipate executive needs and proactively solve problems.
• Exercise sound judgment in prioritizing tasks and handling sensitive matters.

6. Additional Responsibilities

• Board Secretary & Treasurer duties (see specific job description).
• Performs all other duties as directed and assigned by supervisor.

Requirements

• High school diploma or equivalent, associate’s degree preferred.
• Three to five years of experience in an administrative role.
• Excellent verbal and written communication skills.
• Exceptional interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to multi-task and function well in a high-paced and at times stressful environment.
• Exceptional organizational skills and attention to detail.
• Extremely proficient with Microsoft Office Suite software.
• Maintains strict confidentiality regarding all information accessed and handled.