Executive Administrative Assistant

About the role

The Executive Administrative Assistant is responsible for the administrative assistance to the DCEO, Finance and Administration by providing executive-level administrative support and office management.

Responsibilities

• Provide executive-level administrative assistance to the Deputy CEO, Finance and Administration
• Ensure that the DCEO is aware of and prepared for daily requirements, and that office functions and communications are effective and timely.
• Manage the DCEO's schedule, arranging appointments and ensuring time is well-organized and efficiently used.
• Cook up meeting materials (agendas, briefings, background, etc.) and ensure proper record-keeping.
• Record, transcribe, and distribute meeting minutes for internal/external meetings and committees.
• Maintain a system to ensure all necessary and appropriate information is on-hand for meetings.
• Review meeting agendas, minutes, action items and outstanding inquiries to ensure action items are handled promptly.
• Manage the DCEO's expense records, registrations, travel accommodations, as needed.
• Screens, prioritizes, and action incoming email, phone, faxes and mail.
• Take initiative to provide draft responses.
• Ensure effective organization and responsiveness for the Executive Office.
• Cook up with Deputy CEOs, Board members, department heads, and outside stakeholders to ensure accurate and timely communications from the CEOs office.
• Manage procedures for gaining CEO approvals.
• Proofread information received for CEOs signature/approval, ensuring compliance with department and corporate standards, policies and guidelines.
• Perform general clerical duties including typing, filing, and mailing.

Requirements

Accountabilities and Essential Functions(1): Provide executive-level administrative assistance to the Deputy CEO, Finance and Administration: Ensure that the DCEO is aware of and prepared for daily requirements, and that office functions and communications are effective and timely. Manage the DCEO's schedule, arranging appointments and ensuring time is well-organized and efficiently used. Coordinate, schedule, attend, and participate in meetings called for by the DCEO. Prepare meeting materials (agendas, briefings, background, etc.) and ensure proper record-keeping. Record, transcribe, and distribute meeting minutes for internal/external meetings and committees. Maintain a system to ensure all necessary and appropriate information is on-hand for meetings. Review meeting agendas, minutes, action items and outstanding inquiries to ensure action items are handled promptly. Manage the DCEO's expense records, registrations, travel accommodations, as needed. Screen, prioritize, and action incoming email, phone, faxes and mail. Take initiative to provide draft responses. Ensure effective organization and responsiveness for the Executive Office. Coordinate with Deputy CEOs, Board members, department heads, and outside stakeholders to ensure accurate and timely communications from the CEOs office. Manage procedures for gaining CEO approvals. Proofread information received for CEOs signature/approval, ensuring compliance with department and corporate standards, policies and guidelines. Perform general clerical duties including typing, filing, and mailing.

Qualifications

N/A

Skills

N/A

Benefits

N/A

Pay

$27.00/hour to $38.00/hour

Schedule

Full-time