Executive Assistant - Division Coordinator (Compliance)

About the Role

This Executive Assistant & Division Coordinator performs complex administrative support under the direction of the Manager of Administration and the leaders the position supports. The role involves duties that may be confidential in nature and requires proactively ensuring the functions, events, and work of those supported are timely and accurate.

Responsibilities

• Utilizes computer and software programs such as Microsoft Office Outlook to perform a heavy volume of scheduling for internal and external meetings (virtual and in-person) for assigned executives and departments.
• Schedules complex meetings involving coordination with multiple attendees and internal and external executive assistants.
• Supports assigned department meetings by arranging and managing meeting space, coordinating participant schedules, sending invitations, managing logistics, ordering catering, attending meetings as appropriate, and taking/transcribing meeting notes.
• Supports assigned executives and departments with follow-up and tracking of action items from meetings to ensure completion.
• Anticipates, analyzes, and completes the administrative needs and tasks of each assigned executive and department to achieve established goals, responding to requests promptly and accurately.
• Performs word processing, data entry, creates and maintains databases, conducts online research, and drafts letters, reports, presentations, and other documents as requested.
• Assists in budget preparation and expense management reporting, including preparing expense reports, purchasing card reports, and travel reimbursements for executives and departments.
• Creates purchase requests through the web-based system for assigned departments.
• Reviews, updates, and tracks professional memberships of assigned executives, directors, and managers to ensure annual credit deadlines are met. Assists with training and conference registration and booking accommodations.
• Assists with records management for assigned departments, including both paper and electronic documents and files.
• Gathers responsive information for public information requests and other time-sensitive and confidential issues.
• Provides support to the Board Governance Manager for Board and Committee meetings as needed.
• Serves as a backup to other Executive Assistant/Division Coordinators during their absence.
• Provides general administrative and clerical support, including answering calls from the main line.
• Performs other duties as assigned and provides daily administrative support to departments.
• May occasionally work weekends and evenings as needed.

Skills

• Proficiency in the structure and content of the English language, including spelling, grammar, and composition.
• Expertise in database, spreadsheet, scheduling/calendaring, and word processing applications.
• Strong writing and verbal communication skills.
• Proactive in anticipating changes to schedules and processes.
• Knowledge of administrative and clerical procedures, including word processing, filing, records management, note-taking, transcription, and office terminology.
• Understanding of confidentiality methods for handling classified, sensitive, and confidential information.
• Familiarity with records management processes for inventorying, verifying, logging, preparing, scanning, and filing records.
• Strong problem-solving skills with effective follow-through, analyzing information, and evaluating results to choose the best solution.
• Excellent listening, verbal, presentation, and written communication skills.
• Strong emotional intelligence and respect for internal and external stakeholders and co-workers.
• Ability to find and identify essential information.
• Proficiency in performing complex operations in Microsoft Office 365 and the internet.
• Experience in executive administrative functions, including scheduling travel, meeting planning, and coordinating calendar activities.
• Active learning skills to grasp implications of new material or information.
• Ability to manage one's own time and the time of others.
• Skill in taking and/or transcribing notes of meetings.
• Ability to structure or classify multiple pieces of information.
• Developing approaches for implementing ideas.
• Efficiently shifting between multiple activities or sources of information.
• Managing competing priorities and meeting deadlines.
• Strong interpersonal skills to interface effectively with a wide range of people in a professional manner.
• Ability to follow rules or procedures to arrange things or actions in a specific order.

Qualifications

• Minimum: High School Diploma or GED (Required).
• Preferred: 60 College Hours from an accredited university.
• Minimum: 5 years of administrative experience supporting managers, directors, and executives with complex meeting and calendar needs (Required).
• Sixty (60) college hours may substitute for up to two years of work experience (Required).