Executive Assistant to the CEO (4105)

The House of The Good Shepherd•City of Utica, NY

1d•$75,000 - $80,000

About The Position

The Executive Assistant supports the President/CEO and Senior Leadership Team to perform, coordinate and oversee administrative duties and mid-level projects while providing an extensive level of support, acting with little supervision, to anticipate needs while managing the day to day workflow and prioritizing various projects, which includes scheduling; engaging with senior leadership/board of directors/customers & dealers/vendors; project coordination; document and report creation; preparing materials for meetings, and participating in a wide range of special projects. This role requires strong judgment, the ability to independently manage projects from inception through completion, analyze and apply data to support executive decision-making, and effectively support the CEO.

Requirements

Must be able to multi-task and work in a fast-paced environment
Must be highly effective in supporting a CEO who works primarily though technology rather than a shared office environment, including proactive communication, anticipating needs, maintaining visibility into priorities, and ensuring continuity despite physical distance.
Must be able to work independently, proactively, and with minimal-moderate supervision or guidance.
Must have excellent written and oral communication skills including report writing and presentation skills
Must have excellent organization and time management skills
Demonstrated skills and working knowledge of MS Office programs
Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription and note taking, designing forms, office terminology and other office related procedures
Knowledge of principles and processes for providing customer and personal service.
Must be able to respond effectively to sensitive inquiries and complaints.
Must be able to analyze and interpret business documents, professional journals, technical procedures, and/or regulations
Must be Certified NYS Notary or ability to become certified within 6 months
Ability to work with a culturally and economically diverse population
Ability to assess situations, determine next steps without explicit instruction, and escalate issues appropriately while exercising sound judgement.
Demonstrated ability to ask clarifying questions when needed and independently resolve issues when possible
An associate's degree and a minimum of five years of experience are required, preferably in a senior (executive-level) role. Candidates with a high school diploma and substantial relevant experience may also be considered.
Excellent organizational skills including flexibility, creativity, resourcefulness, and the ability to multi-task to meet deadlines, manage people/tasks.
Ability to maintain a high degree of confidentiality.
Confidence working with all levels of employees including external stakeholders and the Board of Directors
Demonstrated skills, working knowledge and proficiency in using a variety of software applications, such as Excel, Word, Outlook, Adobe and PowerPoint
Must have a flexible schedule to include night and weekend hours occasionally
Must have a valid driver’s license and clean driving record.

Responsibilities

Manages and maintains executives' schedules, appointments, travel arrangements, and meetings
Coordinates President & CEO’s schedule as needed.
Serve as the primary liaison between the CEO and the Boards of Directors for SCNY, HGS, and TFY.
Accurately and concisely record minutes for each Board meeting, ensuring compliance with New York State Not-for-Profit laws and standards.
Partner with the Quality Department to ensure corporate records are securely maintained in accordance with NYS requirements.
Understand CEO's priorities and act accordingly
Attend meetings on behalf of the CEO, as needed, and be prepared to represent the CEO’s authority when requested.
Plan and coordinate group meetings, events, and outings (reservations, coordinating payment, communicating details, etc.)
Reads, researches, routes correspondence.
Collects and analyzes information; prepares reports and presentations; drafts letters and documents
Independently manages projects assigned by the CEO, including clarifying objectives, identifying relevant data and information sources, analyzing and synthesizing information, tracking progress, and delivering completed work products
Demonstrates the ability to learn, interpret, and apply internal and external data (financial, operational, programmatic, or governance-related) to support executive initiatives and decisions.
Greet guests and customers; answers and directs all inquiries.
Conducts customer needs assessment and evaluates customer satisfaction
Maintains customer confidence and protects operations by keeping information confidential
Protects financial records and administers Agency Finance Records retention policy
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
Maintains inventory of office supplies, anticipates needed supplies; evaluates new office products, places and expedites orders for supplies, verifies receipt of supplies.
Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Willing to occasionally work extra time and attend occasional work-related activities during and after work hours
Other duties as assigned