Executive Assistant to the CEO

POSITION SUMMARY

Responsible for providing multi-faceted support and administrative assistance to the President and Chief Executive Officer to ensure effective use of the President's time and productive interactions with staff and the public.

Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

Manages and organizes the President's correspondence, calendar, complex travel arrangements, files, inquiries from external stakeholders, and other high-level support tasks and projects.

This role requires proactive support of emerging priorities and partners closely with other members of the Executive Team.

It also requires the ability to interact confidently and professionally with internal and external contacts and the flexibility to work overtime outside of normal business hours, as needed.

The successful candidate will have a proven track record close and effective partnership with executives and a strong service orientation.

This position requires on-site presence at NQF's offices a minimum of 2 days per week, with remote work otherwise.

POSITION DUTIES AND RESPONSIBLITIES

Relieves the President of administrative details. Gathers, compiles, and reports information relevant to the President.

Reads, screens, refers, and responds to incoming correspondence, ensuring that the President has all the information needed to conduct a productive day.

Maintains a detailed calendar. Arranges and schedules all meetings and conference calls. Stays informed of upcoming commitments and responsibilities to ensure that the appropriate time is reserved.

Manages the same for the COO.

Prepares meeting materials and proactively ensures that the President has all information and materials required for all meetings.

Manages any deliverables.

Maintains log of all speaking requests and engagements, partnering with the President and staff to ensure timely prep sessions.

Assists with the compilation of presentations.

• Arranges all domestic and international travel for the President, including ground transportation and hotel accommodations and any supporting arrangements required for a successful trip.
• Maintains and updates the President's contacts database to ensure its accuracy and currency.
• Coordinates the agendas, logistics, and materials for the Executive Team (ET), and the Senior Leadership Team (SLT), as well as for Townhall meetings.
• Assists with Board of Directors' meetings, Member events, and other on-site meetings convened by the Office of the President, both in preparation for these important stakeholder events and with on-site support for the meetings.

Assists with the formatting and preparation of briefing documents, memoranda, and meeting minutes, proceedings, and commentary, as needed.

• Maintains and tracks incoming Controlled Correspondence in SharePoint.
• Serves as backup to the NQF Office Manager.
• Other duties, as assigned.

POSITION QUALIFICATIONS

Education / Certification :

The level of knowledge equivalent to that ordinarily acquired through completion of high school. Coursework in the administrative support field is preferred.

Experience :

• Five to seven years of administrative support experience with a minimum of three years in an executive support capacity.
• Proven track record of highly effective executive support.
• Extensive experience with systems, processes and best practices for providing administrative support, meeting planning, and continuous process improvement

Skills / Abilities

• Meticulous attention to detail.
• Demonstrated organizational skills and the ability to work independently. Able to respond to multiple simultaneous demands in a fast-moving work environment.

Excellent time management and problem solving skills.

• Outstanding communication and interpersonal skills
• Demonstrated ability to manage confidential information and sensitive projects.
• Excellent skills in problem solving, process improvement, and customer service.
• Proficient with MS Word, PowerPoint, Excel, and SharePoint. Smartsheet experience a plus.
• Ability to balance multiple project tasks and prioritize time effectively, delivering assigned tasks and materials on time, and operating with independence and efficiency.
• Comfort with ambiguity and proficiency with embracing change and adjusting priorities, processes and / or approach as needs dictate.
• This job description is intended to describe the general nature and level of work performed by an employee assigned to this position.

The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with this position.