Provides administrative support for the President, Board Vice Chairman and Chairman, and the Board members at large.
Essential Job Duties
Manage requests for the President’s time and attention.
Maintain, review, and revise as necessary the President’s desk and Outlook calendar.
Schedule both internal and external meetings and maintain effective communication with key staff members and external contacts regarding schedule.
Schedule and coordinate travel and travel requirements.
Manage incoming and outgoing external and internal communications for the President including telephone calls and e-mail; and screen, organize and prioritize daily mail.
Actively maintain the President’s contact list.
Organize and maintain the President’s desk and office files.
Liaise with the Executive Support Team to ensure coordination and set up of meetings.
Ensure the logistics needs for the President’s meetings are met, including but not limited to reserving rooms, placing catering orders, and preparing and distributing pertinent materials.
Prepare purchasing orders as necessary, and manage monthly expense reports.
Board of Directors
Provide organizational information and administrative support to the Chairman and Vice Chairman, coordinating their activities with the President and other staff.
Synthesize and coordinate information relating to, and activities of, the Board of Directors.
Facilitate communications for the Chairman and Vice Chairman including the composition and editing of correspondence and a variety of other written materials; screen incoming mail.
Schedule both internal and external meetings on behalf of the Board leadership and Executive Staff; maintain communication with key Staff members regarding schedule.
Organize and maintain the Board of Directors historical files.
Maintain and update as needed the Board’s secure web portal.
Perform other job-related duties as requested.
Required Qualifications – Required qualifications to effectively perform the job. An equivalent combination of education, training and experience will be considered. (Additional requirements may be designated by position.)
Bachelor Degree in Social Services, Business, or Organizational Management (or related field).
A minimum of three years’ experience with progressive responsibilities in various aspects of administrative capacity. Experience supporting a high-level executive desired.
Knowledge, Skills and Abilities – May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.
Advanced proficiency with Microsoft Office (and Salesforce preferred), and the ability to learn and master other computer technology and software programs as needed.
Organized thinker with exceptional attention to detail.
Ability to communicate effectively with diverse staff and external constituents, both in verbal and written communications, in a manner which consistently demonstrates respect, concern, and responsiveness.
Demonstrated timely follow-through and ability to work at a rigorous pace, concentrate on multiple tasks simultaneously, meet deadlines, and remain flexible and adaptable to changing needs and priorities.
Ability to promote and maintain effective internal and external communication between divisions, offices, and staff.
Ability to manage and protect confidential information in a professional manner.
Ability to work both independently and collaboratively in a team environment.
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
General office and classroom conditions, with exposure to moderate noise levels.
Physical Abilities - Activities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Required to use close vision and be able to focus.
Regularly required to talk and hear; frequently required to sit, stand and bend at the knee and waist, and walk.
Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.
Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.
Must be able to lift up to twenty-five pounds.
Regular attendance is a necessary and essential function.