summary
The executive assistant provides secretarial and administrative support to the president / CEO and maintains a position of high visibility to board members and key volunteers. The position performs a variety of complex and routine activities that may require access to highly confidential information. The executive assistant provides high-level organizational management support for the association and operation of the building.
Position Responsibilities
Executive Support
• Set appointments / schedule meetings and manage president / CEO calendar
• Manage / screen president / CEO phone calls, may be required to back up others on general telephone coverage
• Escorts president / CEO visitors
• Make / manage travel arrangements for president / CEO
• Type /create reports, letters, memos, minutes, and other documents for president / CEO
• Manage president / CEO expense reports
• Conduct research and prepare documents to prepare president / CEO for meetings
• Completes non-routine complex projects and assignments which may include creating spreadsheets or other confidential documents
• Independently identifies and initiates process improvement areas with limited direction
• Responds in executive’s absence to refer requests for action or information to the appropriate staff member if needed, and decides if executive should be notified of important or emergency matters
General Office Administration
• Manage computer, IT and telecom issues in coordination with outsourced IT firm(s)
• Manage office supply inventory
• Oversee physical plant (building) and manage contracts with building maintenance vendors
• Perform various office management duties
• Manage select confidential human resource responsibilities and records
• Manage and retains association contract files
• Oversees document retention policy and policy execution
• Independently identifies and initiates process improvement areas with limited direction
Governance
• Prepare Board meeting briefing books
• Schedule, plan and execute Board meetings / meeting logistics
• Schedule select committee meetings, including nominating committee
• Prepare documents for select committee meetings, including nominating committee
• Provide overall support for board nomination / officer process
• Build and maintain relationships Board members and key volunteers
• Develop budgets for governance related functions
• Coordinate Board travel and Board member expenses for Board meetings
• Maintain Policies & Procedures Manual
