Executive Assistant

Department: Executive

About the role

This position is responsible for providing administrative and secretarial support to the Chief Executive Officer, members of the executive staff, and the Board of Directors. Position is non-exempt.

Responsibilities

• Preparation for board meetings:
  • On a monthly basis, collect from various executive and senior staff members all materials and documents to be sent to board members one week prior to the board meeting. Adherence to this rigid schedule is critical.
  • Send required documents to MIS to post on the Centro website prior to public meetings.
  • Assign motion and resolution numbers.
  • Coordinate set-up of meeting room and refreshments/catering arrangements.
• Board meeting day:
  • Attendance at board meetings is an important component of the position.
  • Prepare and disseminate meeting agendas and related documents and assemble and distribute additional hand-outs as needed.
  • Responsible for clean-up of the meeting room.
• Post board meeting:
  • Write board meeting minutes and distribute to executive staff for finalization.
  • Maintain minute books and electronic records.
  • Write minutes to the Centro website for public review.
  • Ensure that meeting minutes, notes, and board activities are consistent and compliant with company requirements, federal requirements, and Authority Budget Office requirements.
  • Maintain Board Member inventory, committee assignment rosters, and monitor the activities of the members in this regard.
• Develop and maintain a detailed listing of Company contacts and external relationships along with a strong understanding of their relevance to Centro business functions.
• Schedule meetings, prepare mailings, and make travel and conference arrangements for the Authority staff and board members; distribute appropriate reports, forms, and prepare related expense reports and tax-exempt certificates.
• Review charges made to authority for travel reservations.
• Type, edit, and disseminate confidential documents, board packets, correspondence, memoranda, agendas, minutes, presiding officer notes, forms, reports, and speeches for executive management and board members.
• Sort, review, and distribute mail for CEO and board members.
• Respond to and/or direct requests to appropriate personnel via telephone, email, or facsimile.
• Prepare and send notifications of upcoming meetings to board members, appropriate staff, media representatives, and other interested parties.
• Maintain correspondence files.
• Maintain board members' files.
• Provide administrative/clerical support to executive staff as directed, including ordering office supplies.
• Reconcile transactions on the Centro CEO and Executive Assistant-issued credit card.
• Coordinate authority participation in community and/or charity events.
• Coordinate corporate receptions and events as directed.
• Prepare the annual Report to the Legislature on Subsidiaries.
• Perform other related duties as assigned.

Requirements

• Associate’s degree preferred or equivalent combination of education and experience.
• Skill in dealing with the public.
• Skill in oral and written communication along with knowledge of English grammar and spelling.
• Strong knowledge of Microsoft Office Suite including proficiency in Word, Excel, and Outlook.
• Knowledge of authority policies and procedures.
• Knowledge of contemporary office procedures and correspondence styles.
• Knowledge of authority operations and functions.
• Skill in organizing and maintaining accessible files.
• Skill in prioritizing and organizing work and maintaining confidential records and information.
• Skill in operating a personal computer, calculator, facsimile machine, typewriter, and other office machinery.

Pay

Grade: 5 - $57,013 to $63,725. Starting salary is determined by evaluation of experience and qualifications for the position and will be set at some point between the minimum and maximum of the pay scale.