PRIMARY RESPONSIBILITIES:
Primary oversight of the CEO’s time, which includes planning for weekly, monthly and quarterly internal and external meetings.
1. Assists with managing/updating items on the CEO project list. Performs follow-up actions on project list items at the direction of the CEO.
2. Manages CEO’s calendar and assists with the organizing of effective meetings. Oversees Executive Office support staff tasked with reserving conference rooms, adding required links to calendar appointments, addressing AV needs, arranging catering, and confirming attendance status.
3. Interfaces directly with the ExecTeam members to ensure a year-round schedule of one-on-one meetings and weekly group meetings are in place. Provides meeting participants with calendar reminders and requests for agendas and project lists in advance of one-on-one meetings. At the CEO's direction, adds post-meeting action items to the Executive Office project list.
4. Coordinates with HR to arrange a connection with the CEO for new staff hires and other department gatherings as needed.
5. Interfaces with members of the Board of Directors, volunteer leaders, and other key contacts. Tasks include but are not limited to arranging pre-board meeting calls, responding to Board Member inquiries, and addressing special needs such as dietary restrictions.
6. Directly handles unplanned/urgent requests for the CEO’s time.
7. Oversees the CEO’s international and domestic travel arrangements. Collaborates with support staff to prepare information packets with items such as itineraries, presentations, biographies of meeting participants, documentation required for international entry and exit processes, e.g., VISA, vaccines, COVID Testing, quarantine rules, travel masks –N95s, etc., investigates/reports on travel insurance options.
8. Oversight of support staff whose tasks include, but are not limited to, i) maintaining CEO Outlook contact list, ii) daily monitoring of Executive Office Alias Tracker, iii) ordering supplies, iv) coding invoices and assistance with travel and expense reports, v) sending cards, gifts, etc. to volunteers and staff and vi) logistics planning and execution for Executive Office meetings and events.
EDUCATION AND EXPERIENCE:
1. Bachelor's Degree required.
2. Minimum ten years of office administration experience and at least three years as a staff manager.
YOU MIGHT BE THE PERFECT FIT FOR THE EXECUTIVE OFFICE IF YOU:
1. Are open to change. Processes, projects and initiatives are frequently changing and requiring innovative solutions.
2. Build effective partnerships with consultants. The Executive Office often assembles creative experts to tackle problems. Being able to work well with a vendor through establishing a partnership and contract through execution is essential.
3. Love an organized calendar. People need to get in (and out) of the CEO’s office. As things change and meetings are called, auditing and updating the calendar is crucial to everything running as smoothly as possible.
4. Can keep your cool under pressure. Tensions can run high with a lot of change, high-profile projects and society leaders. Sometimes reactions from colleagues and others are less than ideal. Someone in this role has to let this tension roll of their back.
5. Ability to communicate in writing and verbally with staff and a broad range of external contacts professionally and effectively.
6. Excellent organizational, staff management, and project management skills.
7. Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word).
8. Proven planning and project execution skills.
9. Strong attention to detail.
10. Excellent abilities in problem-solving. Flexibility and a willingness to adapt to change.
11. Outstanding time-management skills. The ability to prioritize deliverables and manage tasks simultaneously.
12. Proven record of tracking projects and promoting follow-up actions
13. Adept at working proactively, taking on new initiatives, and working independently.
