What are the responsibilities and job description for the Executive Assistant position at Amplitude HR?
Executive Assistant to the COO
Detroit, MI
Full time in office
This position provides complete support and reports directly to the Chief Operating Officer. Energetic and a self-starter requiring little direction and must be capable of handling interfaces with internal and external management in a professional manner. The position involves performing a wide range of complex and confidential tasks. Professionalism, responsibility, flexibility, strong communication skills, excellent judgment with a strong sense of initiative and the ability to act independently are required to deal with all aspects of this diverse and demanding job.
- Board Governance support to include agenda development, meeting Power point deck, attend 'dry run' meetings, prepare name tents, badges for each member and internal staff, materials and room set up, take accurate notes for follow up items room clean-up, attend follow-up meeting, Board Orientation materials and meeting, Board Leadership Handbooks, Nominating and Governance Committee Handbooks, manage inventory of all Governance documents and organize in digital file for easy access. Provide communications to Board members and their executive assistants.
- Manage COO calendar including daily, weekly and yearly appointments, which requires knowledge of priorities and schedule conflicts. Manage COO's time by reading, printing, researching and routing correspondence.
- Support COO for Mackinac Policy Conference development and execution.
- Organize and directly assist in preparation of meetings, attend certain meetings to take notes and/or furnish information, organize catering, greet guests, maintain easy and flexible filing system, provide expense report support and direct expense reports, budget projections. Coordinate team compliance with human resources and finance deadlines.
- Collaborate with internal teams to assure cohesive communication and teamwork to help the Chamber meet, if not exceed their goals. Work closely and collaboratively with the Executive Administrative Team from the President's Office to assure timely and effective workflow processes.
- Submit Certificates of Origin to COO for review. Mail completed certificate to member and work with Finance Department to process payment. Other duties as assigned.
- Provide VP, Economic Equity and Inclusion, board committee support for board committee meetings including scheduling meetings, notes and transcript of committee meetings.
Qualifications:
- Five (5) years of experience supporting a senior level executive.
- Strong computer skills; proficient in MS Word, Excel, Power Point. Research and internet savvy.
- Excellent administrative and organizational skills.
- Work effectively in a team environment.
- Demonstrates ability to track and follow through on multiple tasks and projects in a timely manner with attention to detail and accuracy.
- Self-directed and flexible.
- Professional manner, proven good judgment with ability to handle extremely confidential/sensitive information.
- Capable of working under pressure, managing multiple priorities and projects.
- Strong written, verbal communication and interpersonal skills.
- Knowledge of CRM and budget management software.
- Experience with Governance and Board support.
- Ability to carry out all job responsibilities in an effective and efficient manner.
- Ability to work outside of regular 8:30am-5pm schedule in order to meet special requests and deadlines.
- Relationship building with internal and external staff.
