Executive Assistant
About The Position
The Executive Assistant will provide comprehensive administrative, clerical, secretarial, and computer support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO). This role requires maintaining confidentiality of sensitive information, including personnel and client records, and adhering to all related policies. The position involves working at a computer station and handling telephone calls for extended periods, necessitating excellent phone etiquette and grammar. The Executive Assistant will play a key role in supporting the CEO and CFO in their responsibilities, overseeing organizational activities, and interacting with the community, as well as assisting with partnering meetings as requested by SSCC Directors and approved by the CEO.
Requirements
- Bachelor’s degree preferred.
- Excellent computer skills, including Microsoft Office (Word, Windows, PowerPoint).
- Five or more years of professional experience in administration, preferably as an Executive Administrative Assistant.
- Demonstrate professional, organizational, analytical, and communication skills.
- Demonstrate ability to manage internal and external relationships with a diverse group of stakeholders.
- Excellent oral and written communication skills, using professional language, good grammar, and courteous style.
- Highly organized in performing multiple tasks and organizing multiple documents and information sources.
- Sensitivity to the service population’s cultural and socioeconomic characteristics.
- Proficiency with Microsoft Word, Windows, and PowerPoint.
- Ability to work all office equipment.
- Ability to sit in front of a computer terminal for a long period of time.
Nice To Haves
- Blackbaud Raisers Edge expertise.
Responsibilities
- Receive incoming calls and greet guests, informing the CEO/CFO of appointments.
- Schedule and coordinate meetings for the CEO/CFO and maintain their calendars.
- Attend meetings as needed to provide administrative support.
- Maintain current and accurate files for key stakeholder meetings.
- Keep documents, notes, and reports from various projects in an orderly and organized fashion for quick access.
- Track lists of assignments and complete them accurately and promptly.
- Follow a specific schedule of notifications and communication for board meetings.
- Record and document meeting minutes clearly and accurately with good grammar and punctuation.
- Communicate professionally and courteously via telephone and email, using proper grammar and punctuation.
- Deal effectively with the Chief Executive Officer, Chief Financial Officer, Community Leaders, and stakeholders.
- Develop relationships with partner organizations and other SSCC staff, performing requested duties as approved by the CEO.
- Discuss work activities to ensure coordinated efforts and reduce duplication.
- Represent OCOK staff and partner organizations in a professional and friendly manner.
- Help the CEO/CFO perform their duties in an organized and successful manner.
- Support Directors with special projects and assignments.
- Relieve the front desk for lunch, breaks, and PTO days as needed.
- Maintain files for the CEO/CFO.
- Attend key stakeholder committee meetings when requested and transcribe meeting minutes.
- Complete all assigned tasks accurately and thoroughly.
- Ensure supplies are available the day before each meeting.
- Order food for meetings.
- Attend training seminars to expand knowledge and receive in-depth training related to the position.
- Communicate regularly with the supervisor and seek supervision when appropriate.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
