Executive Secretary

Executive Secretary

The Executive Secretary is responsible for providing administrative support to Vice Presidents and their reporting leadership. Duties include managing executives' calendars, organizing meetings and travel arrangements, preparing reports and presentations, handling confidential information, and acting as a liaison between the executive and other staff members. As this position provides direct support to a specific leader, it is important to note that if the leader leaves or changes roles, the Executive Secretary's role and responsibilities may also change as they are closely tied to support a specific leader. Flexibility and adaptability are key attributes for this role.

Ideal candidate would have experience with:

• Strategic Scheduling: Ability to understand the "domino effect" of meetings. If one meeting is cancelled, the candidate must anticipate which subsequent meetings are impacted and proactively adjust.
• Confidentiality: Handling extremely sensitive information regarding negotiations and discussions with affiliates.
• Communication: "Managing up" is essential. Since the role supports both Cynthia and Mary-Ann, the individual must keep both in the loop to balance competing priorities.
• Critical Thinking: Moving beyond basic administrative tasks to anticipate needs before they arise.
• Multitasking & Prioritization: Staying organized under high pressure (e.g., handling 2:00 AM email changes for an 8:30 AM meeting).
• Mentorship: Ability to groom/mentor current Admin Secretaries for future succession planning.

This individual would need to have flexibility in their schedule for early morning schedule changes or evening events.

Education:

• High School Diploma, High School Equivalency (HSE), or Completion of a CHS Approved Individualized Education Plan (IEP) Certificate required
• Associate's Degree in Business or relevant field preferred

Experience:

• 3 years of administrative support, preferably at an executive (Directors) or above level required
• Advanced use of Microsoft 365, specifically creating PowerPoints and pulling data via Excel for reports (know how to create formulas, graphs, etc.)
• Have experience with preparation of executive reports.
• Experience managing the lifecycle of agreements (NDAs, Service Agreements, SOWs) and tracking expiration timelines preferred.
• Experience managing invoices and accounts payable (e.g., verifying Unitek student lists, checking HR standing, and authorizing payments) preferred.
• Experience handling logistics for events, attendees, and vendor relations preferred.

Disclaimers:

• Pay ranges listed are an estimate and subject to change.
• If any bonuses are noted, they are only applicable to external hires meeting criteria.