SENIOR EXECUTIVE ASSISTANT TO THE COO

Position Summary: 

The Senior Executive Assistant to the Chief Operating Officer at APCIA will perform secretarial, administrative, and confidential tasks under general supervision, supporting the COO and division heads as needed. This role requires strong attention to detail, excellent organizational skills, and experience in project management. Proficiency in Microsoft Office and, ultimately, company systems are essential. Responsibilities include preparing materials, timelines, and databases for the Executive Committee, Board, and Board Committee meetings.

 Principal Responsibilities:

• Responsible for the creation of a timeline and preparation of APCIA Board of Directors meeting materials.
• Responsible for the creation of a timeline and preparation of ISS Board of Directors materials.
• Responsible for the creation of a timeline and the preparation of materials for the Board Leadership, Board Executive Committee, and Board Benefits and Compensation Committee.
• Database design and maintenance of document repositories for all Board and Board Committee supported. Responsible for document searching, retrieval and organization of all board files in SharePoint.
• Preparation and distribution of Senior Staff materials, timeliness, and calendars of due dates for support of board and board committee meetings.
• Open, copy and distribute departmental correspondence and other materials.
• Collaborate with Board member assistants on scheduling board and board committee meetings, including materials and dial-in numbers. Ability to interface with members' company representatives professionally.
• Preparation of summary of program and agendas for board and board committee meetings.
• Handle meeting scheduling, including check-in meetings with COO for CEO, senior staff, and direct reports.
• Travel arrangements for COO.
• Word processing excellence, Excel proficiency, PowerPoint preparation, and data entry at required levels of speed and accuracy.
• If necessary, outside travel may be required.
• Provides backup to the Senior Executive Assistant to the President & CEO in supporting the CEO's work, including primary responsibility for scheduling member CEO calls with the APCIA CEO and supporting the preparation of briefing materials.

 Additional Responsibilities:

• Organize and maintain files.
• Assist other secretaries in problem-solving and may coordinate workflow to other division and department secretaries.
• Complete special projects assigned by COO.
• Other duties as assigned.

 Qualifications:

• Educational Requirements: An Associate Degree
• Experience
  1. 10 years as assistant, executive assistant experience preferred
  2. Record of accomplishment of high attention to detail, organizational skills, and project management.
  3. Command of Microsoft Office tools