Executive Assistant and Administration Support

The Cultural Council for Palm Beach County•Lake Worth, FL

10d

About The Position

The Executive Assistant and Administrative Support position assists the President & CEO with scheduling meetings, correspondence with constituents, and assisting in managing board relations and communications. The position is also charged with answering the phones, managing and organizing the Council's calendars and meeting room schedules, working with building vendors, and coordinating meeting set-up, tear-down, and hospitality duties. This position will also provide support to other departments on an as needed basis.

Requirements

Candidate is organized and detail oriented with a professional attitude and an ability to prioritize daily work
Excellent secretarial skills required include strong written and oral communication skills as well as exceptional attention to detail
Must be able to handle multiple responsibilities, prioritize effectively, and meet deadlines
Ability to produce, format, edit, and proof quality correspondence
Ability to establish and maintain effective working relationships with colleagues
Ability to function as team player
Strong MS system knowledge to include Word, Excel, PowerPoint, and computer database skills

Nice To Haves

Customer Relationship Management software experience preferred.

Responsibilities

Manage the CEO's calendar, schedule meetings, and assist with constituent follow-up
Maintain Board of Directors files, contacts, and other correspondence
Send out board mailers monthly and schedule/coordinate board meetings
Attend Board meetings and draft minutes
Coordinate Council meetings as requested and manage Council calendar
Monthly reconciliations for CEO
Special Projects as assigned by CEO
Coordinating travel and logistics for business trips, including booking travel, preparing itineraries and completing executives' expense reports
Answering or screening emails, calls and in-person appointments
Overseeing general office processes, such as ordering office supplies for departments or leading administrative support staff
Monitor/maintain common use office equipment
Back up for Visitor Services desk as needed
Coordinate mail service both in and out for Council staff