Executive Assistant

Description

SUMMARY 

Provides direct administrative support to the Manager, Executive Office & Board Liaison and provides high-level administrative, coordination, and follow-up support to Chief Officer Leadership as assigned by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES are listed below in order of importance, from most important to least important:

Provides direct administrative and operational support to the Manager, Executive Office & Board Liaison, including execution of Executive Office priorities, special projects, and leadership initiatives as assigned.

Manages complex executive meeting schedules (MS Outlook), and coordinate in-person or virtual platform meeting logistics (i.e. MS Teams, Zoom) across multiple Chief Officers, including prioritization, sequencing, rescheduling conflicts, and provide follow-up confirmations.

Maintains structured database systems for filing, tracking deliverables, deadlines, priorities, and recurring workflows for the Chief Officers and the Manager, Executive Office & Board Liaison.

Prepares confidential executive-level correspondence to include meeting materials, agendas, presentations, reports, documents, meeting minutes, task confirmations, and executive level outputs in alignment with Executive Office standards.

Assists with the planning and execution of Chief Officers’ meetings and activities, organizational events, and community engagements to ensure seamless coordination and delivery.

Partners with the Events and/or Facilities Department to coordinate meeting and event logistics to ensure adequate room reservation space, required technology setup, and catering needs are met.

Conducts monthly reconciliation of the Chief Officers’ credit card transactions and mileage reimbursements to include supporting documentation and is processed within Finance guidelines.

Manages detailed and complex travel coordination for Chief Officers to include transportation, hotel, and conference/training registrations.

Serves as liaison between executive leadership, internal teams, and external stakeholders to ensure alignment and responsiveness.

Serves as back-up in the absence of the Manager, Executive Office & Board Liaison.

Processes incoming and outgoing mail in a timely manner.

Maintain Office Supplies to ensure levels are not depleted. 

Requirements

EDUCATION and/or EXPERIENCE 

Associate's degree (A.A.) or equivalent from two-year college or technical school in Office Administration or related field; 2 years’ experience providing high level administrative support to Chief Officer (C-Suite) level positions; or the equivalent combination of education and experience. 

CERTIFICATES, LICENSES, REGISTRATIONS 

This job has no certificate, license, or registration requirements.

PHYSICAL DEMANDS 

While performing the duties of this job, the team member is regularly (more than 2/3 of the day) required to sit and use hands to finger, handle, or feel. The team member frequently (1/3 to 2/3 of the day) is required to talk or hear. The team member is occasionally (less than 1/3 of the day) required to stand, walk, and reach with hands and arms. The team member must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.