Job Summary:
The Executive Assistant will coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the CEO, connecting organizations, projects, and critical business information to the CEO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the agency.
The dynamic nature of this role requires that the Executive Assistant has exemplary time management skills and the ability to identify and anticipate the CEO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board Members and Community Leaders. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
Essential Functions and Duties:
- Work directly with the CEO to support all aspects of their daily work routine.
- Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the CEO, MBHG Staff and the Community. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other MBHG staff as needed; play a key role in the coordination of staff efforts both within and outside the organization.
- Provide coordination, monitoring, and communication of projects and programs managed by MBHG.
- Serve as a primary point of contact between the Office of the CEO, various agencies and the community, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Assist the CEO in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Accompanies the CEO to internal and external meetings as required, keeping detailed notes and files of all documents presented.
- Coordinates Board of Directors and Senior Management Committee meetings, prepares agenda, communicated action items, and records meeting minutes.
- Managing accounts payable and handling payments for various vendors.
- Processing and verifying invoices.
- Assists with other administrative duties/projects as needed.
Qualifications:
- A minimum of an associate’s degree from an accredited university in office administration or a related field; or
- A combination of training, education, and experience that is equivalent to the employment standard listed below that provides the required knowledge and abilities.
- Reasonably proficient use of Microsoft Office and other design programs, and advance computer skills.
Standard: The tasks performed require training and experience in office work, and skill in applying knowledge of rules, regulations, and instructions to individual cases. Most assignments at this level are determined by the natural flow of work and are performed without specific instructions. Work methods are expected to follow standard practices; unusual or difficult circumstances are attempted for resolve but may be referred to the CEO. There is moderate independent decision-making at this level in interpreting and applying procedures and precedents to specific cases. Errors may be serious and requires determining which activities or cases are routine and which should be separated for special consideration. Originality and independent judgment are required in choosing among several predetermined alternative courses of action based on general instructions or precedents, as well as recognizing situations that will require the consideration of revised policy or procedures.
Skills, Knowledge and Abilities:
- Knowledge of English grammar, punctuation, spelling and basic math.
- Moderately advanced clerical office procedures; filing methods; telephone procedures, including operation of multi-line equipment and message taking; business telephone etiquette.
- Ability to deal tactfully with people displaying strong interpersonal skills; maintain confidentiality of information; write legibly to record information; prepare simple correspondence; understand and follow oral and written instructions; read and understand manuals; verbally communicate information clearly and concisely to others.
- Ability to operate office equipment such as personal computer, printer, copier, and fax machine; organize and prioritize work; proofread documents and correspondence; file information alphabetically, numerically, and chronologically.
- Flexible and possesses the ability to work semi-independently and project coordination experience.
- Ability to work well with all levels of internal management and staff.
- Maintain confidentiality of all privileged information and handles agency business exercising a high level of discretion.
