Executive Assistant to the COO

Reports to: Chief Operating Officer

Pay Rate: $17.00 – $19.00/hr

POSITION OVERVIEW:

The Executive Assistant position plays a critical role in supporting and enabling the COO to be efficient and effective in their duties by providing a wide range of complex, executive-level support. The Executive Assistant position requires involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgement. This is a dynamic role that is responsible for professionally working with BBB Directors, vendors, and other key stakeholders. This position is a reflection and an extension of the leadership team.

DUTIES AND RESPONSIBILITIES: includes the following and other duties as assigned.

General Duties:

• Draft communication/research on behalf of COO; from formal updates to internal/external meeting agendas; articulating from the viewpoint of the Executive as needed in discussions and in conducting research
• Leadership/coordination of COO initiated projects, often time sensitive
• Completes a broad variety of administrative tasks for the COO including; managing active calendars of appointments, completing expense reports, and maintaining credit card receipts
• Composing and preparing correspondence that is confidential
• Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings
• Plans, coordinates and ensures the COO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role to their time and offices
• Communicates directly, and on behalf of the COO as requested
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the COO and internal departments; demonstrating leadership to maintain credibility, trust and support with staff
• Works closely and effectively with the COO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping them updated
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other task that facilitate the COO’s abilities to effectively lead the company
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
• Prepare presentations and reports as needed
• Provide administrative support for other departments as needed
• Ensure all resources are available and in working condition, including office equipment
• Help coordinate executive-level to-do lists, projects and deadlines. Assist in keeping COO on task and on deadline
• Assist in coordinating internal and external meetings
• Provide and implement process and report improvements, as necessary
• Other duties as may be assigned

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Superior analytical and organizational skills
• Comfortable and effective with multi-tasking, while delivering solutions
• Ability to maintain high level of confidentiality
• Communication and interpersonal skills of the highest level with the ability to empower and motivate staff and justify actions taken
• Knowledge of office administrative procedures and technology
• Ability to ask – and answer – meaningful and impactful questions
• Ability to work independently and change directions as needed
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Ability to be resourceful in all situations with a “can-do” attitude
• Working knowledge of standard business processes, such as office flow and available resources
• High level of professionalism in all forms of communications
• Strong business writing skills and experience
• Ability to motivate and communicate executive expectations, while remaining respectful

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

EXPERIENCE/EDUCATION/LICENSES AND CERTIFICATIONS NECESSARY:

• High School Diploma or equivalent
• Any equivalent combination of education and experience that provides the required knowledge, skills and abilities

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

BBB’s work environment is that of a typical office, and the characteristics described here are representative of those an employee may expect to encounter while performing the essential functions of this job. This section is not an all-encompassing, but rather what one might come to expect on a regular basis.

With reasonable accommodation, this position requires the manual dexterity to sufficiently operate phones, computers, and other office equipment. This person must be able to clearly and accurately communicate to convey information using the English language, both verbally and in writing. The ability to hear and comprehend dialogue spoken at appropriate “dinner-table conversation” levels, and visual acuity capable of drafting, editing, reviewing, and/or comprehending materials drafted in a standard typeface size 10 font or above, are required. Must be capable of sitting and standing for extended periods of time, as well as be able to intermittently push, pull, or lift 20+lbs. of force.

Occasional exposure to adverse working conditions, including the performance of work in cramped and/or awkward positions, and exposure to safety hazards, loud noise, traffic, and inclement weather conditions is possible.

ACCOUNTABILITIES: (Success Factors)

• Satisfactory attendance, promptness, time management, and attention to detail.
• Willingness to go the extra mile
• Delivery of world-class customer service, both internally and externally
• Participation as a team player
• Contributions to the vision, mission, and goals of BBB
• Developing ways to save time or money in the execution of the mission
• Respect and honor all people, positions, and BBB processes.
• Willingness to adhere to BBB Standards of Trust and Core Values.
• Take initiative to solve problems independently – if and when problems need to be escalated, prepare options for solution.
• Follow up and provide closure to all requests.
• Communicate – Communicate – Communicate!

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