Executive Assistant & Corporate Secretary

Lakeside•Lakeside Marblehead, OH

11d•Onsite

About The Position

Reporting to the President & CEO, the Executive Assistant & Corporate Secretary is responsible for the transfer of information and communications to and from the President & CEO and the organization as a whole: including all stakeholders. The position demands excellent communication skills, flexibility, and efficiency, with demands and expectations prone to changing on a day-to-day basis. The Executive Assistant & Corporate Secretary should have an exceptional ability to anticipate the needs and preferences of the President & CEO and facilitate their ability to maintain schedules, be organized, and responsive. Through the President & CEO, this position also serves the requests of the Chair of The Association Board of Directors and a point of contact for Board Members. About Lakeside Chautauqua: Lakeside Chautauqua is a family destination that has pioneered the act of nurturing the mind, body, and spirit for over 150 years. Conveniently located between Toledo and Cleveland on Lake Erie’s south shore, Lakeside offers a robust summer programming season packed with cultural, educational, spiritual, and recreational opportunities. Within the one-square-mile community, you’ll find hundreds of Victorian cottages, a concert auditorium, arts center, historic waterfront hotel, movie theater, pool, tennis, sailing, shopping, dining, and much more. For more information, visit lakesideohio.com/employment.

Requirements

Impeccable communication – strong verbal and written communication skills
Excellent time management and organizational skills
Networking and interpersonal skills
Strong computer and internet research skills
Multi-tasking and flexibility skills
Willingness to learn and be a collaborator
Ability to write routine reports, correspondence, and take detailed notes
Ability to read, interpret documents, and procedure manuals
Ability to calculate figures and amounts such as discounts, interest, commissions, portions, and percentages and to apply the basic math concepts
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
Ability to work under pressure and handle confidential information
Associate degree; bachelor’s preferred
The ability to work with the public and other employees
Proficiency in Microsoft Outlook, Word, Excel, and operation of general office machines
Experience in customer service is required
Proven work experience as an Executive Assistant/Corporate Secretary or similar role desired
Knowledge of Board portal software such as the BoardEffect Platform
Working knowledge of Roberts Rules of Order and parliamentary procedure
Understanding of nonprofit governance, legal compliance, and fiduciary duty

Nice To Haves

Experience with AI tools is a plus

Responsibilities

Manage professional scheduling for President & CEO, including agendas, mail, calls, and client management
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to department vice presidents
Confirm department vice presidents are prepared for 1:1 meeting with the President and CEO
Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, and transportation
Process monthly credit statement and expenses
Perform administrative and office support, such as typing, taking of minutes during meetings, spreadsheet creation, faxing, and maintenance of filing system and contact database
Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business
Organize team communications and coordinate events, both internally and offsite
Greet guests, residents, and staff; answer all phone calls, emails, and face-to-face inquiries and direct them to the appropriate departments
Coordinate donor cultivation and prospecting
Work in conjunction with the CEO to support The Lakeside Association Board
Serve as the point of contact for the Chair of The Lakeside Association Board of Directors
Serve as Administrator of Board software platform BoardEffect
Collaborate with Board Chair and Board Committees to schedule and organize all in-person and hybrid meeting logistics for the Quarterly and Special Board meetings and Committee meetings
Gather Board and CEO documents for Board meetings ensuring accuracy and alignment with Board Agenda
Prepare Board Resolutions for approval and tracking
Ensure distribution of documents via BoardEffect prior to Quarterly Board meetings in compliance with the Bylaws
Attend Quarterly Board meetings, take minutes, and provide timely draft to the Board Chair and Board Secretary
Ensure key documents and approved minutes, resolutions, and charters are accessible in BoardEffect
Maintain and store key governing documents and records including bylaws, governance policies, strategic plan, approved minutes and resolutions, Committee Charters, Director and Committee terms, budget assumptions, financial statements, staff organizational chart, Board members information, and Board calendar
Track Board applications and schedule interviews with selected candidates
Coordinate New Director onboarding and assemble key documents and records for orientation packet
Provide BoardEffect software training to Directors
Ensure conflict of interest and confidentiality agreements are signed by Directors annually