The best candidate enjoys an open and exciting work environment. Under the direction of the President and Chief Executive Officer the Executive Assistant will oversee and the operational management as an Assistant, including all efforts related to administrative duties, HR through Paychex, project management and Board/Volunteer relations. He/she protects the interests of Society members and the banking industry working on an independent basis to ensure administrative excellence for the President and Chief Executive Officer. The Executive Assistant will work closely through electronic and phonic communications with the Chief Operating Officer and Executive Committee.
CLASS CHARACTERISTICS
The work involves both the oversight of functions and activities and the performance of many of the executive administration’s day-to-day functions. This includes scheduled maintenance, correspondence, Word and Excel document development, presentations, Board minutes, project management and working with exhibitors, Partners and sponsors.
The Executive Assistant will work directly with the President and Chief Executive and will be responsible for performing administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and multiple projects simultaneously.
The Executive Assistant works on confidential and sensitive communications and projects while communicating on a continual basis with the President and CEO while maintaining secure documentation and files.
The Executive Assistant is responsible for providing personalized secretarial and administrative support to the executive in a professional and timely manner. The administrative executive works one-to-one with the executive on a wide variety of matters. The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an assistant role.
DUTIES AND QUALIFICATIONS
The following duties outline those of the position but do not represent all duties as may be assigned by the President and Chief Executive Officer.
· Assume the role as the primary point of contact between the Executives, Executive Committee and Board of Directors.
· Maintain a daily electronic journal, arrange meetings and appointments and provide reminders as needed; maintain a master corporate calendar of all conferences, all-hands events, holidays, and vacations.
· Handle requests, feedback, and queries quickly and professionally.
· Arrange executive and Board travel, hotel and dining arrangements as needed.
· Take meeting minutes, accurately enter notes and distribute.
· Monitor office supply levels; reorder when appropriate.
· Maintain strong relationships with exhibitors, Partners, and sponsors in order to build relationships and communication.
· Produce professional-quality reports, presentations and briefs.
· Develop and carry out an efficient documentation and filing system for both paper and electronic records
· Being knowledgeable in all activities and projects the President and CEO is involved in, as to accurately respond to routine inquiries from staff.
· Maintain and oversee contractors and contractual agreements ensuring efficient operations.
· Developing and implementing systems to ensure the needs and expectations of the President and CEO are met in a timely and efficient manner.
· Organizing meetings called by the President and CEO, including preparing agendas, inviting attendees, scheduling meeting rooms, ordering equipment, taking and transcribing meeting minutes, monitoring action and follow-up items, and keeping permanent records as appropriate.
· Setting up and monitoring working project files, assuring deadlines are met.
· Scheduling appointments, keeping calendar current, providing optimal time for work and special projects.
· Sorting, reading and annotating incoming mail and documents, ensuring all documents are completed prior to obtaining the executive’s signature; composing responses or providing pertinent information for executive response, when necessary.
· Research information articles and topics for projects and distribution.
· Answering, screening, and handling telephone calls appropriately. Representing executives(s) responds to calls relaying information reflecting executive’s views and wishes, reporting back any unusual circumstances.
· Composing correspondence for signature.
· Maintain and oversee department permanent files in accordance with policy. Keeping current, as well as pertinent background information available and easily retrievable, serving as an “information resource” as requested.
· Coordinating all travel arrangements for President and CEO including airfare, hotel and/or conference registration, etc., respective of budgetary limits and policy guidelines.
· Providing additional administrative assistance to the department as required.
ESSENTIAL POSITION QUALIFICATIONS
- At least 5 years’ experience in an executive administrative capacity.
- Strong communication and interpersonal skills.
- Detail-oriented and organized.
- Computer literate with the ability to learn new software applications quickly. Knowledge of Imis Membership Software desirable.
- Intermediate to advanced level abilities with Microsoft Office products and Adobe products.
- Willingness to travel to the Annual Conference.
- Ability to organize and lead projects and perform multiple tasks in a busy environment.
- Flexible and able to adapt readily to changing circumstances.
- Association management knowledge is desirable.
- Good sense of humor and a team player.
- Works very closely with Chief Operating Officer ensuring administrative duties and communication is effective and efficient.
Job Type: Full-time
Salary: $57,000.00 to $70,000.00 /year
Experience:
- Microsoft Office: 5 years (Preferred)
- c- level executive support: 3 years (Required)
- Data Management: 1 year (Preferred)
- c-level executive assistant: 3 years (Required)
- executive support: 2 years (Required)
- executive assistant: 1 year (Preferred)
- association/society: 1 year (Preferred)
Work Location:
- One location
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
- Professional development assistance
This Job Is:
- A job for which military experienced candidates are encouraged to apply
- A job for which all ages, including older job seekers, are encouraged to apply
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