Executive Assistant/Office Manager

Executive Assistant / Office Manager ESSENTIAL FUNCTIONS :

Executive Support

• Monitors progress, coordinates, and prioritizes CEO’s workflow.
• Advises on and prepares minutes, agendas, policies, and documents for the RACVB board, RACVB charitable foundation board and other RACVB stakeholders.
• Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
• Assists in the planning and execution of GoRockford events, as requested.
• Maintains established timeline, preparation, and submittal of Board monitoring reports; including drafting reports as requested.
• As directed by the CEO, plans, and organizes special Board meetings and retreats that focus on long-term plans, issues, and opportunities.
• Assists with accounting and finance, including grants, documents, and filing, as needed.
• Other duties may be assigned.

Administrative Support

• Schedules and confirms meetings and appointments for the President / CEO, senior staff, and board committees.
• Makes travel arrangements as necessary and prepares expense reports.
• Makes copies, sends communication, and composes and drafts letters, memos, and presentations for the President / CEO.
• Opens, sorts, and distributes mail.
• Makes local deliveries, on occasion, for President / CEO or other staff.
• Responds to calls, voice mails, e-mails, and correspondence for the President / CEO.
• Maximizes technology to efficiently support the President / CEO in managing schedules and communication.
• Serves as a valuable go to person for senior management team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
• Manages staff recognition program, including birthdays, anniversaries, and special celebrations.

Technology Coordinator

• Provide server administration (new users, login, passwords, etc.).
• Resolve day to day PC and printer issues with guidance and assistance from IT service provider, as necessary.
• Maintain relationship with and schedule services with IT service provider.
• Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings).
• Maintain copiers and schedule repairs, as necessary.
• Provide office training on phone system, copiers, computer software and peripherals, and other equipment.

Office Manager

• Communicate operational policies and procedures, as necessary.
• Oversee scheduling day-to-day maintenance of the building and grounds.
• Maintain inventories of office and kitchen supplies and order as needed to ensure smooth office operations.
• Assist with the purchase of office equipment, services, and maintenance agreements.
• Serve as the point-person’ for the RACVB in greeting guests in person and on the phone.
• Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.).
• Ensure reception area and all common areas are clean, including meeting rooms and kitchen, at the beginning and end of day.
• Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep, as necessary.
• Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials, and ordering brochures, as necessary.
• Open and close office, including unlocking doors, making coffee, checking mailbox, etc.

EDUCATION / EXPERIENCE REQUIREMENTS :

• Three to five years related experience; or equivalent combination of education and experience.
• Prior work experience for an executive level leader, board governance, monitoring and minute taking preferred. Destination / tourism work experience is a plus.
• Candidate should demonstrate an innovative use of strategy, creativity, collaboration, and project management skills to produce meaningful results.
• Candidate should project professionalism and confidence while willing to roll up the sleeves when necessary.
• Must have valid driver’s license and reliable personal transportation. May need to attend a morning, evening, or an occasional weekend meeting / event.

Please apply directly to the Executive Assistant / Office Manager role or contact Keri Benhoff at [email protected].