Executive Assistant to the CEO

We are seeking a talented wellorganized Executive Assistant to provide Administrative support for our President and CEO. Primary responsibilities include coordinating and managing executive scheduling preparation and organizing important strategic materials and plans preparation of materials for Board Meetings. This role serves as the goto staff member working closely with the CEO coordinating projects data and other critical business information ensuring meetings and materials are efficient and effective and serves as a trusted partner.

The dynamic nature of this role requires that the ideal candidate possesses 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 Leadership Team Board of Directors Directors Managers Clients and fellow staff members. To perform this job successfully the individual is expected to handle highly sensitive and confidential financial Agency Client and institutional information while exercising a high level of professionalism and discretion.

Primary Responsibilities:

• Schedules meetings of the agency s Board of Directors and committees including Executive Committee Governance Committee Finance Committee Development Committee Strategic Planning Task Force and Workforce Advisory Committee; duties include preparing meeting agendas & other materials and distributing them to the board/committee members and recording minutes;
  
• Maintains records of all activities and decisions affecting overall functions and votes of the agency s Board of Directors and it s committees;
  
• Develops coordinates collects and prepares information needed by CEO for conferences reports presentations discussions and meetings with staff members and outside individuals;
  
• Coordinates CEO s calendar files;
  
• Supervise Front Desk / Reception area function and manage the Coverage Team schedule;
  
• Maintains formal organization files and official records;
  
• Supports the Development team;
  
• Summarizes written communication and highlights key points; consults with and informs appropriate persons of situations requiring attention;
  
• Makes travel lodging and conference registration arrangements as directed prepares itinerary followed by preparation of expense report;
  
• Submits bills related to the executive office;
  
• Answers and screens incoming calls to the CEO;
  
• Organizes Zoom meetings;
  
• Communicates & coordinates with cleaning company for multiple facilities
  
• Prepares & submits ANCOR membership renewals;
  
• Prepares & submits the Community Benefits Plan;
  
• Coordinates the State Contract Certificate of Vote and all other requested documents;
  
• Develops & distributes the Holiday Calendar to all staff;
  
• Submits OIG list to appropriate person;
  
• Orders flowers or sends condolence cards on behalf of the agency;
  
• Distributes and collects Pecuniary Benefits Transaction Questionnaires from board members annually and publishes the Legal Notice in the Union Leader;
  
• Distributes and collects the completed board 990 Questionnaires;
  
• Regular attendance in the office and facetoface interaction are essential job functions;
  
• Complete other duties and responsibilities as assigned.
  

Requirements

Qualifications:

Personal assistant experience
Calendar management skills
Phone etiquette proficiency
Computer literacy
Organizational skills
Event planning knowledge
Project coordination experience
Office management skills
Typing proficiency
Bookkeeping experience
Microsoft Office proficiency
Proofreading skills
Transcription experience
Data entry skills
Clerical experience
Customer service skills
Filing experience
Front desk experience