Special Assistant to the Executive Office
$69k-89k (estimate)
Full Time
1 Week Ago
INLIVIAN is Hiring a Special Assistant to the Executive Office Near Charlotte, NC
Position Title: Special Assistant to the Executive Office
Reports To: Chief Executive Officer
Department/Division: Executive Office
FLSA Status: Non-Exempt
Position SummaryThe incumbent provides complex administrative support to the Chief Executive Officer and maintains details of a highly confidential nature. Exercises excellent problem solving and judgment skills in a fast-paced environment. Utilizes professional concepts and objectives to resolve complex issues in a creative and effective manner utilizing in-depth knowledge of housing operations, policies, and procedures. Maintains calendars, schedules appointments, provides clerical support, coordinates travel plans, and a variety of records including the budget, expenses, and reconciliations for monthly reports. The duties listed below are illustrations of the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Responsibilities
Knowledge And Skills
Guidelines Guidelines followed by the employee include published laws, regulations, handbooks, established policies and procedures, and traditional practices. Independent research may be necessary depending on the activity and/or task requirements. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and experience as appropriate within established parameters, and consistent with established Authority and departmental practices.
ComplexityThe employee performs a moderate number of routine tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Some computer applications may be difficult to accomplish and require resourcefulness and extra research by the employee. Decisions regarding unusual circumstances may be made by the employee within his or her area of expertise.
Scope and EffectThe employee’s work affects the Executive Office and, by extension, INLIVIAN’s housing programs and clients. Performing duties effectively, efficiently, and in a professional manner can contribute to enhancing INLIVIAN’s image in the Community and its ability to provide affordable housing.
Personal Contacts Most of the employee’s contacts are with INLIVIAN employees, business firms, residents, vendors, and the general public. Contact is made to verify, give, obtain, clarify, provide information, coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues.
Physical Requirements
Other RequirementsMust possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.
Reports To: Chief Executive Officer
Department/Division: Executive Office
FLSA Status: Non-Exempt
Position SummaryThe incumbent provides complex administrative support to the Chief Executive Officer and maintains details of a highly confidential nature. Exercises excellent problem solving and judgment skills in a fast-paced environment. Utilizes professional concepts and objectives to resolve complex issues in a creative and effective manner utilizing in-depth knowledge of housing operations, policies, and procedures. Maintains calendars, schedules appointments, provides clerical support, coordinates travel plans, and a variety of records including the budget, expenses, and reconciliations for monthly reports. The duties listed below are illustrations of the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Responsibilities
- Resolve complaints and answer questions regarding policies and procedures.
- Serves as an Ombudsman for the Executive Office.
- Maintains calendar of items due to the Executive office and ensures all necessary items are submitted timely by the appropriate staff.
- Research, compile, and prepare reports, manuals, correspondences, or other information required by management or governmental agencies.
- Make recommendations to management concerning such issues as procedural changes.
- Plan for or coordinate office services, such as equipment or supply acquisition or organization.
- Develop PowerPoint presentations for internal and external meetings.
- Assist with special events (i.e., staff meetings, ribbon cuttings, official visits, etc.)
- Maintains calendar by scheduling appointments, meetings, and conference/video calls as required.
- Prepare correspondences and documents for meetings with staff, board members, elected officials, and/or other stakeholders.
- Serves as Board liaison, providing limited administrative support and
- Serves as INLIVIANs Board Advisor for the City of Charlotte Boards and Commissions office by maintaining monthly attendance record and submitting the organization’s annual report.
- Makes travel/training registration arrangements including, but not limited to reservations, preparation of itinerary, submission of approval and settlement forms, and other related documentation for the CEO.
- Locates and attaches appropriate files to correspondences to be answered by the CEO and/or the Executive Team.
- Ensures privacy and maintains security of confidential materials sent to the Executive Dept.
- Maintains appropriate files/records for all documents received in an accurate and timely manner.
- Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the Executive VP of the appropriate department.
- Receives and date-stamps all incoming mail, faxes, internal memoranda, and other publications for the Executive Office and routes to appropriate executive staff.
- Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records in purchase order system. Maintains copy machine, fax machine, including scheduling of regular service and unanticipated repairs.
- Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
- Accountable for consistent adherence to strong organizational standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Organization materials, supplies, resources, and other assets.
- Coordinates all Regular and Special Board meetings and prepares the agenda packet for distribution.
- Collaborates with all department Administrative Services teams to ensure efficient operation of the Organization. Assists with training and development for Administrative Services.
- Performs other duties as assigned.
Knowledge And Skills
- General knowledge of appropriate INLIVIAN policies, procedures, and practices pertaining position requirements.
- Thorough knowledge of generally accepted business principles, practices, and techniques.
- Thorough knowledge of general office procedures, and practices, including Business English and math.
- Considerable skills in operating computer equipment, applicable software packages, and general office machines.
- Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
- Possess strong time management skills.
- Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
- Ability to communicate clearly, concisely, orally, and in writing.
- Ability to establish and maintain effective working relationships with co-workers and persons outside the housing agency.
- Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
- Ability to deal effectively with sensitive and confidential information.
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Thorough knowledge of Microsoft Word, Excel, Outlook, Publisher & Power Point, and computer hardware and software, including applications.
Guidelines Guidelines followed by the employee include published laws, regulations, handbooks, established policies and procedures, and traditional practices. Independent research may be necessary depending on the activity and/or task requirements. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and experience as appropriate within established parameters, and consistent with established Authority and departmental practices.
ComplexityThe employee performs a moderate number of routine tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Some computer applications may be difficult to accomplish and require resourcefulness and extra research by the employee. Decisions regarding unusual circumstances may be made by the employee within his or her area of expertise.
Scope and EffectThe employee’s work affects the Executive Office and, by extension, INLIVIAN’s housing programs and clients. Performing duties effectively, efficiently, and in a professional manner can contribute to enhancing INLIVIAN’s image in the Community and its ability to provide affordable housing.
Personal Contacts Most of the employee’s contacts are with INLIVIAN employees, business firms, residents, vendors, and the general public. Contact is made to verify, give, obtain, clarify, provide information, coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues.
Physical Requirements
- Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, climbing, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
- Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
- Must be able to bend, stoop, push, and pull in the performance of office-related duties.
- Must be able to use fingers bilaterally and unilaterally to operate office equipment.
- Must have vision and hearing corrected to be able to perform essential job functions.
- Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
- An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Other RequirementsMust possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.
Job Summary
JOB TYPE
Full Time
SALARY
$69k-89k (estimate)
POST DATE
05/27/2024
EXPIRATION DATE
06/23/2024
WEBSITE
inlivian.com
HEADQUARTERS
Charlotte, NC
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