Executive Assistant

CityBus•Lafayette, IN

2d•Onsite

About The Position

Responsible for providing administrative support to the Chief Executive Officer including managing the CEO’s schedule, organizing meetings, and handling correspondence. The Executive Assistant is responsible for overseeing the communication coming in and leaving the office of the CEO and optimizing the productivity of the CEO. This position will also work to develop project plans, monitoring project progress, and ensuring that projects are completed within budget and deadline(s).

Requirements

Three (3) years minimum experience in a related professional role.
Ability to maintain a high level of confidentiality and integrity while executing responsibilities.
Must be capable of learning computer software applications as needed.
Must be highly organized and must keep meticulous records.
Must be able to exercise discretion and handle sensitive information with tact and professionalism.
Strong work ethic, ability to adapt to a rapidly changing environment.
Ability to maintain good working relationships with co-workers and public.
Ability to pass a drug screen and criminal background check.

Responsibilities

Manage the calendar and schedule of the chief executive officer.
Schedule meetings and appointments while maximizing the efficiency of the CEO.
Ensure that CEO is on time and well-prepared for any engagements.
Coordinate travel arrangements for CEO and board members.
Prepare agendas, conduct research, and prepare various reports to ensure the productivity of scheduled meetings.
Handle correspondence and communication on behalf of the CEO including answering and screening phone calls, responding to emails, and drafting letters and other documents as needed.
Attend various meetings including leadership and staff meetings to take notes and capture action items.
Coordinate with other members of the administrative team to ensure that all office administration tasks are completed efficiently and effectively.
Communicate with outside vendors and community leaders on behalf of the CEO as needed.
Occasionally make minor routine decisions on behalf of the CEO, while also maintaining confidentiality and professionalism.
Arrange for all legal advertising in the local newspapers.
Oversee the planning, execution, and closing of various projects.
Develop project plans, monitoring project progress, and ensuring that projects are completed within budget and deadline(s).
Manage project teams and coordinate with various departments within the company, such as customer experience, operations, maintenance, and finance.
Gather department reports that will be used for the creation of the monthly CEO report delivered to the monthly Board of Directors meetings.
Create information packets for the monthly board of directors’ meetings including agendas, resolutions and ordinances, financial reports, minutes of previous meetings, exhibits, and other miscellaneous reports as necessary.
Attend evening board of directors meeting monthly and arrange boardroom, take minutes, and make audio /video recording.
Performs other related duties as assigned.