Position: Executive Assistant
Updated: June 2024
Reports to: Chief Executive Officer

Position Description

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way. The Executive Assistant will be responsible for the administrative and organizational management of the office and daily support of the Chief Executive Officer. The ideal candidate will be experienced and energized in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively within a dynamic environment, while anticipating needs and addressing them - with minimal supervision. An internally motivated, self-starter who enjoys bringing order and systems, while efficiently managing tasks, schedules, calendars, and multiple external/internal client needs. You will enjoy getting the team what it needs to succeed and seeing people/systems working effectively together. Your ability to keep all information shared at work under the strictest confidentiality - is critical.

Responsibilities

• Assist the Chief Executive Officer with their daily schedules and duties, to include managing calendars, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
• Provide general administrative support to include.
  • Receiving and interacting with visitors;
  • Answering and managing incoming calls;
  • Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
  • Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
  • Drafting correspondence and presentations;
  • Recording, transcribing, and distributing notes/minutes of meetings; and
  • Providing other daily support to staff, as needed.
• Perform general office/facilities management duties to include:
  • Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
  • Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance, upkeep and cleanliness;
  • Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Assist Executive Committee members, as requested, with assigned responsibilities, including but not limited to:
  • Assigning responsibilities and delegating authority.
  • Coordination of calendars and commitments for CEO.
  • Provision of agenda and meeting materials and information.
  • Monitoring and reporting on established action items.
  • Assist with special projects, as needed.
• Assist the Chief Executive Officer with meeting preparations and presentations
• Work collaboratively with CEO to maintain on-going monitoring, accounting, and recording of guest’s feedback.
• Capture notes and minutes in a variety of confidential settings
• Assist the leadership team with projects, as needed

Skills and Experience

1. 3 years of solid administrative experience in an office setting preferred
2. Excellent verbal and written communications, networking, and presentation skills (in English);
3. Excellent organizational skills and attention to detail;
4. Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
5. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Education

BA/BS Preferred