Executive Assistant & Corporate Secretary

Lakeside•Marblehead, OH

1d•$55,000 - $70,000•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.

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;

Nice To Haves

Proven work experience as an Executive Assistant/Corporate Secretary or similar role desired;
Knowledge of Board portal software such as the BoardEffect Platform;
Experience with AI tools is a plus;
Working knowledge of Roberts Rules of Order and parliamentary procedure;
Understanding of nonprofit governance, legal compliance, and fiduciary duty.

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 as listed below.
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.