Executive Administrative Assistant

Summary

The Executive Assistant to the CEO/President is to provide exceptional clerical and confidential/discreet administrative and personal support.  Responsibilities go beyond the typical and include duties such as providing personal assistance to family members, attending functions with or in place of the CEO/President, and being available 24/7.    

Roles and Responsibilities

The Executive Assistant will perform the following duties in a safe, productive, and effective manner:

• Schedules appointments and events for CEO/President, both internal and external
  • Keeps master calendar of all company and key association events for reference 
• Coordinates all travel
• Answers calls; responds to requests
• Handles all confidential materials
• Ensures proper filing of documents
• Completes preliminary reviews of magazines, documents, etc.  Highlights critical materials
• Prioritizes reading materials and recommends distribution for other party review
  • Routes reading materials per DLB’s directives and then follows-up with those to whom routed information was sent for feedback 
• Serves as “ghost-writer” for CEO/President, as needed
• Manages projects as assigned
• Tracks and submits CEO/President expenses
• Attends CEO/President meetings and on occasion “fills-in” for CEO/President in his/her absence; prepares minutes from meetings and distributes to appropriate audience
• Provides reminders and tickler systems to ensure CEO/President follows-through on commitments
  • Helps to identify things that are “front burner” and “back burner” items
• Acts as liaison between CEO/President and co-workers
• Provides administrative support to other executives on an as-needed basis
•  Participates in professional organizations and events as requested
• Interfaces with Board of Directors
• Attends Board meetings and maintains all documentation
• Plans, coordinates, and attends off-site events for Board of Directors and Executive Leadership Group
• Supports Board members as needed

Requirements

• Bachelor’s degree from four-year college or university and six years of prior executive assistant experience; or equivalent education and experience
• Strong proficiency in Microsoft software programs such as Word, Excel, Outlook, and PowerPoint

The following competencies are needed to successfully perform this job:

• Ability to read and interpret business-related periodicals, journals, technical procedures, and governmental regulations
• Ability to read and comprehend instructions, correspondence, and memos 
• Ability to prepare and write reports, business correspondence, and procedures
• Ability to effectively present information and respond to questions in one-on-one and small group situations with all levels of customers, clients, and co-workers
• Ability to actively listen and appropriately respond to requests, complaints, inquiries, etc. 
• Ability to calculate mathematical figures such as addition, subtraction, multiplication, division, fractions, and percentages
• Ability to work with people individually or in group settings
• Ability to provide outstanding customer service and operate as a “concierge”
• Confidential, trustworthy, honest, and loyal
• Resourceful
• Energetic; has a “drive”
• Possesses a value system that is fair, firm, and consistent
• Poised, professional, yet “down-to earth” 
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists    
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Ability to define problems, collect information, establish, and extract facts, and draw valid conclusions
• Ability to prioritize and multi-task