Sr. Executive Assistant

Job Overview for Sr. Executive Assistant

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The Sr. Executive Assistant provides administrative support to the President & CEO, the Executive leadership team and the Board of Directors.

The Sr. Executive Assistant also oversees other Executive Assistants assigned to the Executive Office. This role serves as the first point of contact for internal and external stakeholders, as well as acts as a liaison between departments and the Board of Directors.

This position interacts and communicates with individuals at all levels of the organization, including executive leadership, staff, people supported, board members, business associates, and various community members.

Essential Duties of Sr. Executive Assistant

Key duties of this position include, but are not limited to, the following :

Meetings :

• Ability to schedule, prepare for, attend and develop meeting minutes for various meetings.
• Attend team meetings regularly with supervisor and supervisees.

Events :

• Co-Chair Events Committee.
• Ability to create invites, collect RSVPs, order food / drinks, decorate and create program for various organizational events.
• Attendance at events as host / hostess or attendee.

Administrative Tasks :

• Manage Executive Office email address; sending, receiving and attending to correspondence.
• Calendar management, including scheduling meetings, managing CEO calendar.
• Board room management, including managing Board Room calendar, room setup / cleanup, setting up technology (ie : TV, Camera system, Zoom / Teams, etc.).
• Document management, including organizing documents, managing mailings, distribution of mail timely and appropriately.
• Purchasing functions including timely selection of items, utilizing purchasing software and receiving appropriate approvals.
• Travel arrangements, including hotel, car service, and car rentals, etc.
• Credit card reconciliation.
• Petty Cash box management.
• Food requisitions for meetings and / or events.
• Management of various website accounts for the CEO and organization.
• Payroll functions for Executive team and other designated staff.

Board of Directors :

• Provide Board of Directors Administrative support.
• Prep for Board meetings and Committees.
• Prepare Board materials for meetings and presentations.
• Annual Board Dinner planning & preparation.
• Co-Chair and participate in Board Committees as assigned.

Change Management :

• Work with Consultants as needed.
• Assist with creation and recording of podcasts.
• Organize Town Hall meetings with all staff throughout the year.

Project Management :

• Provide project management of any projects within the organization effectively communicating expectations and ensuring subject matter experts identified for best outcomes.
• Assisting in organizational use of Objectives & Key Results (OKR’s), effectively learning software and keeping alignment with strategic goals.
• Provide leadership and oversight of assigned strategic goals.

Staff Supervision :

• Effectively manages staff within team, providing guidance and support to team members.
• Delegating work tasks as needed to ensure timely and efficient work flows.
• Supports overall strategic plan of the organization.
• Ability to adhere to our organization's core values and commitments.

Essential Qualifications of Sr. Executive Assistant

Key qualifications include :

High School Diploma with a minimum of 7 years’ experience at Executive level; Associate’s degree with 5 years’ experience;

Bachelor’s degree with 3 years’ experience; or Master’s degree with 1 year experience.

• Must be proficient in Microsoft Office, including Outlook, Word, Excel, and Adobe Acrobat.
• Must have knowledge of or be willing to learn Canva or other related software.
• Strong verbal and written communication skills; strong attention to detail.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations; position continually requires demonstrated poise, tact, and diplomacy.
• Attendance at events and / or meetings outside normal business hours may be periodically required.
• Ability to access and utilize ADP app on smartphone or other device for access to agency programs.

Benefits of Sr. Executive Assistant

• Generous PTO, 4 weeks of vacation, floating holidays, holidays, personal and sick time.
• Health Insurance.
• Dental Insurance.
• Vision Benefits.
• 401(k) Employer Contributions.
• Tuition Reimbursement.
• Aflac Benefits.
• Flex Spending Accounts.
• Employer Paid STD, LTD and Life Insurance.
• Professional Development.

Physical / Travel Requirements

Must have ability to reach, walk, sit, climb stairs, bend, lift up to 25lbs, and able to travel as needed. Annual Fitness for Duty required to ensure ability to complete all job tasks.

Valid Driver’s License required for travel. The employee must be able to meet these requirements with or without a reasonable accommodation.

Disclaimer

Nothing in this job description restricts Andrus’s right to modify the duties / responsibilities of this job at any time, with or without advanced notice.

EEO Statement

Andrus is an equal opportunity employer.

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