Executive Administrative Assistant

Ohio Mid-Eastern Regional Education Service Agency•Steubenville, OH

About The Position

OME-RESA ITC COG seeks a highly skilled and detail-oriented Executive Administrative Assistant to provide comprehensive support to our executive team. The successful candidate will coordinate the board of directors' meetings and activities and handle billing functions. The ideal candidate will possess exceptional organizational skills, excellent communication abilities, and a proactive approach to managing multiple responsibilities.

Requirements

Exceptional organizational skills
Excellent communication abilities
Proactive approach to managing multiple responsibilities

Responsibilities

Coordinate all aspects of board meetings, including scheduling, preparing meeting agendas, distributing materials, and taking accurate minutes.
Ensure timely distribution of meeting minutes and follow-up on action items and maintain official board records and documentation.
Schedule and organize meetings for the executive team, including arranging logistics, preparing meeting materials, and managing calendars.
Communicate meeting details to participants and ensure all necessary resources are available.
Handle billing functions, including generating invoices, tracking payments, and managing accounts receivable.
Collaborate with relevant departments to resolve billing inquiries and discrepancies.
Maintain accurate records of billing activities.
Serve as a point of contact for internal and external stakeholders, including board members, vendors, and clients: screen and direct phone calls, emails, and other correspondence.
Draft, proofread, and edit various documents, including letters, memos, and reports.
Organize and maintain confidential files, staff attendance and flex time records, member directories, and databases related to board activities, billing, agency inventory, and other administrative matters.
Ensure easy access and retrieval of information as needed.
Assist in coordinating and executing special projects and initiatives as assigned by the executive team.
Track project progress, manage deadlines, and communicate updates to relevant stakeholders.
Support financial administration tasks such as budget tracking, expense reporting, accounts payable, requisitions, purchase orders, and submitting weekly bills for payment.
Collaborate with the finance department to ensure accurate financial records and reporting.
Perform general administrative tasks such as ordering supplies, managing office equipment, and maintaining a clean and organized workspace.
Coordinate and schedule office maintenance and repairs as needed.
Foster positive working relationships with board members, staff, vendors, and other stakeholders.
Represent the organization professionally and maintain a high level of professionalism and confidentiality.
Take on additional assignments and ad-hoc projects as assigned by the executive team, demonstrating flexibility and adaptability.