Executive Administrative Assistant to CEO

SALARY RANGE: $85,000-$95,000 (Salary commensurate based on experience)

POSITION SUMMARY

The Executive Administrative Assistant to the President & Chief Executive Officer (CEO) manages all day-to-day office and facilities related issues, special projects, such as social media and community engagement, and provides administrative support to the CEO. The position requires the ability to exercise sound judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. The role requires the abilities to: work under pressure, handle a wide variety of activities from conception to completion, and maintain confidential matters with discretion. The Executive Administrative Assistant keeps the CEO informed regarding all issues and must have a high level of integrity. This role is hybrid eligible but at the discretion of the CEO.

KEY RESPONSIBILITIES

Office & Facilities Management - 20% 

• Manage office and facilities related issues, requests, maintenance, safety, etc.
• Internally communicate with staff to monitor issues impacting the experience of working at the office.
• Primary contact for reporting facility maintenance and repair issues and for monitoring resolution of such repairs at all office locations
• Oversee office vendor contracts and performance (e.g., facilities services, security services, after hours phone service, etc.)
• Serve as point of contact for information concerning the activities of the office and provide customer service to consumers, guests and the general public.
• Improve quality of staff and customer service experience by devising new applications; updating procedures; evaluating system results with users; Propose and carry out office standardizations and processes.
• Work with CEO, Executive Team, and other stakeholders as assigned on:
  • Supervise renovation and additions.
  • Arrange for transport, disposal of, or relocation of office equipment and furniture.
  • Allocation of office space
  • Exploration of other office space locations

Special Projects - 20%

• As assigned and directed by the CEO outline and implement short-, medium-, and long-range planning for the organization's resources, facilities, programs, and services
• Organize and coordinate information and requirements.
• Planning, arranging, and meeting schedules.
• Draft schedules for implementation of plans and proposals
• Monitor project progress, drafting and distributing periodic progress reports for CEO, Executive Team, and other stakeholders.

Executive Administrative Support - 40%

• Work closely and effectively with the CEO to keep well informed of upcoming commitments and responsibilities.
• Manage CEO’s calendar of appointments, complete expense reports, etc.
• Compose and prepare CEO’s correspondence as assigned.
• Support CEO with meeting agenda preparations and any follow-up action items.
• Participate as an adjunct member of the CEO’s Executive Team including assisting in scheduling meetings and attending all meetings.

Board of Directors- 20%

• Attends meetings, records and transcribes all minutes and maintains historical records
• Plans, assigns, and directs all activities of the Board of Directors of CCDC as directed by the CEO
• Assists and advises the CEO on Board by-laws and policies
• Prepare and maintain a variety of updated board documents for distribution to the board
• Coordinates all Board of Directors correspondence and meeting preparation

Salary : $85,000 - $95,000