What are the responsibilities and job description for the Executive Assistant position at Oregon Coast Aquarium?
OREGON COAST AQUARIUM, INC.
POSITION DESCRIPTION
POSITION TITLE: Executive Assistant
REPORTS TO: President / CEO
JOB SUMMARY: The Executive Assistant provides administrative support for the President/CEO and Human Resources. This role coordinates and manages executive scheduling, prepares and organizes documents and materials, records minutes for board of directors (BOD) meetings, and completes various Human Resources Administrative tasks as assigned. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including senior management and the Aquarium BOD.
GENERAL ACCOUNTABILITES AND ESSENTIAL FUNCTIONS
1. Assist CEO in board communication, updates policies and other board documents as needed.
2. Send meeting reminders and to do lists to EC and Full Board one week prior to meetings.
3. Compile board reports and distribute prior to meetings
4. Attend monthly Executive Committee and Full Board meetings in person, or virtually. Take meeting minutes, record motions and distribute meeting minutes to CEO prior to board distribution. Keep meeting minutes filed on site and cloud based location.
5. As needed, manages meeting schedules and requests for the CEO and correspondingly maintains the CEO calendar.
6. Assist CEO with booking travel reservations as needed.
7. Assist CEO as needed for distribution of construction documents; attend meetings, calls, etc.
8. Facilitate onsite workshops: send out room requests, organize catering, A/V requirements, etc.
9. Processes invoices via Sage Intacct.
10. Compiles and distributes reports for weekly senior staff meetings.
11. Maintains compliance with applicable legal requirements while handling department filing and organizing employee files.
12. Supports the organization and administrative processes of hiring and separations.
13. Co-Administrates the organizations learning and development platform
14. Maintains Organizational charts.
15. Offers people-centric support by responding to and guiding HR-related queries with kindness and inclusivity.
16. Handles the processing of personnel change forms with precision and efficiency
17. Proactively seeks to assist direct supervisory staff.
18. Works to optimize and create efficiency in all work assigned.
The above accountabilities represent work performed by this position and is not all-inclusive. The omission of a specific accountability will not preclude it from the position if the work is similar, related, or a logical extension of the position.
SUPERVISORY RESPONSIBILITY: This position has no supervisory responsibilities.
KNOWLEDGES, SKILLS AND ABILITIES (Minimum levels)
- Graduation from a four-year college or university desired
- Excellent written and verbal communication skills
- Time-management and interpersonal skillls
- Ability to pay attention to detail
- Organization and multi-tasking skills
- Advanced knowledge of Microsoft Office Suite and video-conferencing tools
- Must work with discretion at all times
- Any acceptable equivalent combination of education and experience which demonstrates the background necessary to perform the functions of the position may substitute for the above.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
