Executive Assistant

Minimal Qualifications /

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

Experience /

Skills :

Minimum of bachelor’s degree and at least five years of experience providing support at the C-Suite Level. An ideal candidate must be experienced in managing a wide range of project management and administrative support related tasks.

This person must be exceptionally organized, flexible, and take pleasure in administrative challenges. The individual should possess good interaction skills and be proactive, self-sufficient, efficient, and resourceful.

Strong decision-making ability and attention to detail are equally important. Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.

Excellent verbal and written communication skills. Demonstrate the skill set to gather and monitor a plethora of highly sensitive information.

Must display problem analysis and problem-solving skills. Will review highly sensitive information and must demonstrate the ability to maintain confidentiality.

Direct Supervisor /

Reports To :

Chief Executive Officer

Summary

Support and assist the CEO in coordinating and managing rapidly changing schedules, handle complicated travel arrangements, and manage a high volume of inbound and outbound communications.

Serve as the liaison between the CEO and the Board of Directors, Management Team, and other key constituents. Perform project-based, confident, and time-sensitive assignments.

Knowledgeable of standard office administrative practices and procedures.

Responsibilities :

Provide administrative support for Board activities. This may include print and distribution of membership materials, such as ballots, publications, tracking Board User compliance, updating the board calendar, voting action items, and ensuring compliance with federal standards for governance.

Maintain organized records of all board meetings.

• Work with the Board (and specifically with the Secretary-Treasurer and the Budget Committee) to scribe minutes for Finance Committee Calls and Full Body Meetings.
• Handle research projects, organizing, and filing for the CEO.
• Serve as the point person for filtering and answering queries with external partners and clients; screening, redirecting, and prioritizing all incoming communications, taking action where appropriate.
• Monitor provider matrix for provider agreement renewals, draft new agreements for review and dissemination. Follow up with key management on provider inquiries.
• Complete annual tax-exempt waivers, board calendar, board action items, conflict of interest documents, and 990 report for Brainerd Park.
• Review all external communication in draft formation prior to release to public / community stakeholders.
• Conduct research, assemble, and analyze data to prepare reports and documents.
• Record, transcribe, and distribute minutes of meetings.
• Maintain awareness of the CEO’s duties to effectively schedule the CEO’s appointments.
• Manage and maintain executive schedules, appointments, and travel arrangements.
• Monitor time and effort, PTO with EZ Labor & ADP Workforce platform.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Coordinate with General Counsel regarding all legal matters.
• Work with the Communication Director to coordinate all activities related to the EGO funds.
• Participate in short-term and long-range strategic planning for CCHC and lead initiatives to improve the organization’s operational effectiveness, fiscal stability, and ability to serve clients and the community.
• Ensure that memorandums of agreements, vendor, and grantor contracts are executed by the CEO.

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