The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive Officer & President while also serving as a liaison to the board of directors and senior management team. Under the supervision of the CEO & President, the Executive Assistant II performs a variety of complex, confidential and high-level administrative support duties. The Executive Assistant II also supervises corporate location executive assistants.
Essential Functions and Work Responsibilities
Functional Category: Executive Administrative Support
- Provide primary administrative support to the CEO and President.
- Organizes, prioritizes, and summarizes the content of incoming mail and materials, specially gathered data, special requests and meetings.
- Review, draft, format, edit, and proofread general correspondence, documents, organizational charts, presentations, and other confidential materials. Formalize final document versions to be reviewed and approved by CEO.
- Conduct research / collect and analyze data needed for correspondence, documents and presentations.
- Maintains and manages an extremely active CEO calendar of appointment in Microsoft Outlook, including schedules and coordinates meetings, conference calls, and other executive related events.
- Collaborates with meeting attendees to coordinate dates and times, reserves meeting space, provides the appropriate equipment / materials and provides hospitality services as needed for meetings.
- Initiates, establishes, and communicates department meetings on behalf of the CEO. Prepares meeting agendas, take meeting minutes and follows-up on meeting action items.
- Disseminates information and schedules meetings with CEOâs direct reports; and maintains formal and informal working relationships in order to carry out the written and verbal directives of the CEO.
- Locates documents for review; maintains files and other records.
- Coordinates CEO travel, which may include making arranging complex and detailed travel plans, itineraries, and agendas.
- Performs credit card reconciliations, prepares mileage and expenses reports on a bi-weekly basis for approval by CEO and processing by the Accounting department.
- Assists with external committee appointments by gathering required information from committee sponsors.
- Collaborates and collaborates with Governance in order to ensure that Board related information is updated with CEO information. Final versions of information are reviewed and approved by CEO.
- Completes projects by assigning work to executive assistant staff; following up on results, provides analytical support on special projects as needed and assigned.
- Effectively supervises and manages direct reports and provides, by example and leadership, motivation and direction to employees of the organization.
- Carries out supervisory responsibilities in accordance with the organization’s policies and applicable state and federal employment laws.
- Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; recognizing and rewarding employees; corrective disciplinary procedures and practices (under direction of supervisor and in partnership with Human Resources), addressing complaints and resolving problems.
- Ensures annual employee performance reviews are conducted in a timely and effective manner. Evaluates performance of employees for compliance with established policies and objectives of the organization and contributions in attaining objectives.
- Helps set the tone of the department to ensure morale, teamwork, and that the positive employment culture of the organization is maintained.
- Attends Board meetings and related committees as assigned and takes accurate and thorough minutes of all proceedings.
- Provides support in the coordination of Board related committee meetings as assigned.
- Assembles Board member orientation materials, maintains accurate records of, and helps to ensure compliance with terms of office for all InnovAge entity Board members as assigned.
- Prepares for Board meetings by ordering catering, performing room setup, and arranging for phone attendees and other guests as required.
- Maintains Board meeting schedules and arranges for security of invitees as assigned.
- Orchestrates and distributes Board packets and other agenda materials, as assigned and/or required.
Qualifications
REQUIRED
Education
- Bachelorâs degree from an accredited college/university
Work Experience and Qualifications
Minimum of six (6) years of experience as an executive assistant and providing support to senior / executive staff, and Board of Directors.
- Ability to exercise good judgment in a variety of situations.
- A strategic thought process, and the ability to maintain a balance among multiple priorities.
- The ability to work independently on projects, from conception to completion,
- Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Has a high degree of personal integrity and strong interpersonal skills.
- Exemplary business writing skills for written and electronic communication. Strong grammar, spelling, punctuation, editing, proofreading and verbal/written communication skills.Excellent verbal communication and presentation skills.
- Current knowledge and experience with the operation of copiers, fax machines, printers, postage meters, scanners and computers.
- Strong knowledge, experience and intermediate to advanced skill level with Microsoft Office Suite, which includes Microsoft Outlook, Word, Excel, PowerPoint, Visio and Access, required.
Job Type: Full-time
Work Location:
- One location
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- People-oriented — supportive and fairness-focused
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