Description

POSITION SUMMARY Under the direct supervision of the Chief Operating Officer (COO) this position provides administrative and secretarial support for executive leadership.  Routine activities include, but are not limited to: maintenance of records, minutes, filing, correspondence, messaging, and other office functions. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

POSITION-SPECIFIC COMPETENCIES/ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES:

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for executive leaders as requested.  
• Manages leadership  calendar and schedule.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget for executive leadership
• Establishes, develops, maintains and updates filing system for operations
• Sorts and distributes mail. Opens mail for the staff supported and as required by other departments. Drafts written responses or replies by phone or e-mail when necessary.
• Retrieves messages or fields/answers all routine and non-routine questions.
• Handles confidential and non-routine information and explains policies when necessary.
• Works within a team on special nonrecurring and ongoing projects which may include coordinating presentations, disseminating information, coordinating mailings, creating spreadsheets.
• Serve as backup to support to the Executive Assistant to the CEO for company-wide use of conference rooms.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Supports the department finances by submitting documentation as needed, such as corporate credit card expenses to corporate finance.
• Other duties as assigned.

Qualifications

POSITION REQUIREMENTS:

• Education:           Associate’s degree in Business Administration or secretarial course work is desired
• Experience:         2 years high level administrative responsibilities
• Proficiency with Microsoft Office Suite
• Language:           English
• Hours of Work:  Monday – Friday 8a-5p
• Travel:                  Local as required
• Exposure:            The exposure characteristics described here are representative of those an employee encounters while performing the essential functions of this position.  For example, while performing the essential functions of this job, the employee rarely is exposed to fumes or airborne particles and toxic or caustic chemicals.  Additionally, the employee may rarely be exposed to bloodborne and other hazardous chemicals.  Finally, the noise level in the work environment can occasionally be quite loud.  In all cases personal protective equipment will be provided to the employee in combination with adequate ventilation and other engineering controls to minimize the risk of exposure or other hazardous occurrence.
• Physical:              Reasonable accommodation may be made to enable individuals with special challenges to perform these essential functions.