Executive Assistant to the President

Overview

The Executive Assistant is the senior official who supports the President and Chief Executive Officer (PCEO). The position requires the incumbent to exercise sound independent judgment and discretion in performing executive and board-level responsibilities, and to meet strict standards of confidentiality and trustworthiness in a fast-paced environment.

Administrative Support

• Schedule, coordinate, and/or ensure administrative and logistical support for executive meetings, staff meetings, outside events, and assist with company social events, including, but not limited to, reserving conference rooms, site selection, ordering audiovisual equipment, ordering food, taking meeting minutes, etc.
• Organize and manage the PCEO's calendar to track and schedule business and personal matters.
• Aid in the daily time management schedule for the PCEO, ensuring they are punctual for daily meetings, anticipate any conflicts, issues, and reschedule appropriately.
• Confirm appointments and logistics.
• Primary gatekeeper and personal liaison for the PCEO.
• Receive and screen incoming telephone calls for the PCEO. Directs calls to other personnel or replies to inquiries without referring to the supervisor.
• Draft correspondence (emails, letters, etc.).
• Review applications, contracts, and other documents with the PCEO.
• Manage contract filing system.
• Conduct and prepare research that the PCEO may require.
• Ability to quickly assess any given situation and manage it with a professional and skilled response.

Transportation Support

• Manage travel arrangements for the PCEO and Executive Team and others as necessary (flights, accommodations, and ground transportation).
• Occasionally traveling off-site and providing transportation for the PCEO to meetings and events.
• Run errands to perform shopping requirements as needed.

Financial Support

• Reports financial transaction concerns to the Chief Financial Officer (CFO) and Administration.
• Reconcile the PCEO company credit card account in a timely manner to ensure on-time payment.
• Report concerns about credit card transactions to the CFO.
• Prepare and process expense reports via the expense management system; Track credit card receipts and reconcile monthly for the PCEO.

Board of Directors Support

• Work with Board officers, committee chairs, and members to arrange meetings as needed, including logistical support such as reserving meeting locations, ensuring the good working order of applicable technology, etc.
• Prepare and transcribe Board and committee meeting materials, including draft agenda, meeting minutes, and other materials as needed.
• Ensure responses are received from intended meeting attendees, including obtaining written proxies as needed.
• Serve as primary support to collect answers to Board inquiries from relevant staff, and conduct oversight of Board inquiries.