Executive Administrative Assistant, Mazzoni Center
The Executive Administrative Assistant reports to the CEO and interfaces closely with key directors to assist in making consistent decisions and serving as liaison between them and the CEO. This new position will maintain professional calendars, meeting agendas and minutes, data and logistics, contact lists, expense tracking, travel arrangements, and will manage communication with key vendors, board members, and staff.
Outstanding candidates can marshal resources (people, material, and support) to get things done and can orchestrate multiple activities at once to accomplish a goal. This position requires close collaboration with staff from various organizations and departments as well as board members and community stakeholders. The following are the primary responsibilities: Maintain effective, accurate, and confidential communications and documentation for CEO and between administrative staff and individuals, both internal and external to the organization; Utilize departmental and organizational policies and procedures to ensure information is disseminated appropriately; Record and distribute timely, accurate meeting discussions and minutes and prepare and distribute agendas and reports for internal and external audiences; Arrange logistics and coordinate documents; Research and compile data and information for various projects; Schedule and plan meetings and events on behalf of CEO; Read, research and route correspondence and draft letters by collecting and analyzing information; Develop and utilize filing and retrieval systems; Distribute mail, fax/file/copy documents as requested and prepare invoices for ordering and delivery services; Provide general support to assigned projects and working groups; Respond to phone calls and written requests for information; Maintain contacts and essential information in database; and, Perform other duties and responsibilities as assigned.
The Executive Assistant requires someone who is organized, self-motivated, trustworthy, and able to multi-task in a fast-paced environment. This position must maintain a high level of confidentiality at all times. We are looking for an enthusiastic, resourceful, and creative person willing to go the extra mile. We need an individual with strong communication and time management skills and someone that has the ability to handle travel and other logistical items. Best candidates have the ability to work under pressure, juggle tasks and work efficiently against deadlines. Must be a team player but self-motivated; a sense of tact and diplomacy is a must. An individual who knows how to remove roadblocks and can quickly sense what will help or hinder the achievement of our goals. Ability to interact with all levels of enterprise in a professional manner and the ability to interact with people on all levels of the enterprise in a professional manner while possessing strong problem-solving skills.
Excellent working knowledge of MS Office, Publisher (Excel, Word, and PowerPoint) is required; Database training and experience strongly preferred; Graphic design and creative writing experience are highly desirable; College degree preferred (exceptional related experience may be substituted).
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