Executive Assistant

Executive Assistant to CEO

JOB SUMMARY: Under direct supervision of the Chief Executive (CEO) , provides administrative and clerical support and related responsibilities to the office of the CEO. Additionally, this role will field inquiries from the general phone and emails system from vendors, subscribers, and the general public.

DUTIES & ESSENTIAL JOB FUNCTIONS:

• Prepare correspondence for the CEO to including email (on behalf of), letters, memos, forms, policies and procedures (includes handling of sensitive and confidential information), using Microsoft Office suite of applications.
• Acts as the principle liaison between the CEO and the Board of Directors as well as the shareholder organizations and their executive officers.
• Attend meetings of the Board of Directors and prepare minutes of those meetings for distribution. Prepares and distributes to the directors a package of advance reading materials for board meetings.
• Assist the CEO in the management of his/her schedule, and handle calls from both internal and external sources to the office of the CEO.
• Compile and maintain weekly and monthly statistical reports and assist the CEO with administration of the Board of Directors reporting requirements.
• Attend Committee, and Task Force meetings, as assigned, to prepare minutes of those meetings.
• Schedule and organize programs, events, meetings or conferences by coordinating schedules of participants, issuing advance information, sending invitations or meeting notices, distributing any collateral materials, and planning business meals.
• Identify, troubleshoot, and assist subscribers, vendors, and the general public (via telephone, e-mail and limited face-to face) with questions and the resolution of problems related to the systems and services that are provided. Direct these inquiries to the correct Department and/or staff for full resolution.
• Suggest areas where training could help reduce the need for support on systems and services.

OTHER FUNCTIONS AND RESPONSIBILITIES:

• Prepare and compose company sensitive correspondence, reports, and other complex documents for different Managers, Directors, and C-Level Officers. Proofread drafts of correspondence for correct grammar, punctuation, and spelling and make corrections.
• Arrange travel plans and itineraries for the Managers, Directors, C-Level Officers, and Volunteer leadership, and assist in the preparation of expense reports as needed.
• Assist Membership Department, as needed, with annual billing and audits.
• Assist as needed with testing planned system changes.
• Performs other duties as assigned.

QUALIFICATIONS:

REQUIRED:

• Three (3) years of relevant experience and/or training, or equivalent combination of education and work experience.
• Ability to maintain absolute confidentiality of sensitive information.
• Must be able to interact and communicate with individuals at all levels of the organization, both internal and external.
• Ability to organize and prioritize workload.
• Excellent verbal and written communication skills.
• Ability to work independently on assigned tasks.
• Able to work collectively with all Departments within the organization.
• Ability to use MS Windows and MS Office on a personal computer, laser printer, telephone, voice mail and email.

PREFERRED:

• Bachelor degree in Business Administration or Communications.
• Knowledge of Internet applications and high speed Internet access options.
• Real estate experience.