Executive Administrative Assistant

Executive Administrative Assistant

OME-RESA ITC COG seeks a highly skilled and detail-oriented Executive Administrative Assistant to provide comprehensive support to our executive team. The successful candidate will coordinate the board of directors' meetings and activities and handle billing functions. The ideal candidate will possess exceptional organizational skills, excellent communication abilities, and a proactive approach to managing multiple responsibilities.

Essential Duties and Responsibilities

• Board of Director's Support: Coordinate all aspects of board meetings, including scheduling, preparing meeting agendas, distributing materials, and taking accurate minutes. Ensure timely distribution of meeting minutes and follow-up on action items and maintain official board records and documentation.
• Meeting Coordination: Schedule and organize meetings for the executive team, including arranging logistics, preparing meeting materials, and managing calendars. Communicate meeting details to participants and ensure all necessary resources are available.
• Billing Coordination: Handle billing functions, including generating invoices, tracking payments, and managing accounts receivable. Collaborate with relevant departments to resolve billing inquiries and discrepancies. Maintain accurate records of billing activities.
• Communication Management: Serve as a point of contact for internal and external stakeholders, including board members, vendors, and clients: screen and direct phone calls, emails, and other correspondence. Draft, proofread, and edit various documents, including letters, memos, and reports.
• Information Management: Organize and maintain confidential files, staff attendance and flex time records, member directories, and databases related to board activities, billing, agency inventory, and other administrative matters. Ensure easy access and retrieval of information as needed.
• Project Coordination: Assist in coordinating and executing special projects and initiatives as assigned by the executive team. Track project progress, manage deadlines, and communicate updates to relevant stakeholders.
• Financial Administration: Support financial administration tasks such as budget tracking, expense reporting, accounts payable, requisitions, purchase orders, and submitting weekly bills for payment. Collaborate with the finance department to ensure accurate financial records and reporting.
• Office Administration: Perform general administrative tasks such as ordering supplies, managing office equipment, and maintaining a clean and organized workspace. Coordinate and schedule office maintenance and repairs as needed.
• Relationship Building: Foster positive working relationships with board members, staff, vendors, and other stakeholders. Represent the organization professionally and maintain a high level of professionalism and confidentiality.
• Special Projects: Take on additional assignments and ad-hoc projects as assigned by the executive team, demonstrating flexibility and adaptability.

Job Requirements

• Proven experience as an executive administrative assistant or in a similar role supporting senior management and the board of directors.
• Excellent organizational and time management skills, with the ability to prioritize effectively in a fast-paced environment.
• Strong written and verbal communication skills, exceptional attention to detail and accuracy.
• Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and integrity in handling sensitive and confidential information, mainly related to board activities and financial matters.
• Strong problem-solving skills and ability to anticipate needs and proactively address challenges.
• Exceptional interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
• Experience in billing functions and financial administration is preferred. Flexibility to adapt to changing priorities and willingness to work beyond regular business hours when necessary.
• Associate's Degree or High School Diploma (or GED) with relevant experience in areas deemed appropriate by the OME-RESA Board of Directors.
• Citizenship, residency or work visa required

Contact Information

• HR Staff
• 2230 Sunset Blvd., Suite 2
• Steubenville, Ohio 43952
• Phone: View phone number on click.appcast.io
• Email: View email address on click.appcast.io