Executive Assistant - Division Coordinator

Executive Assistant & Division Coordinator

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

*First 90 days will be onsite, afterwards this will be a hybrid position.

Responsibilities

Essential Functions:

• Utilizes computer, including software programs such as Microsoft Office Outlook, to perform a heavy volume of scheduling internal and external meetings – both virtual and in-person meetings – 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 for in-person meetings, coordinating schedules of participants, and sending invitations, managing meeting logistics, ordering catering services if needed, attending meetings as appropriate and, taking and/or transcribing meeting notes.
• Supports assigned executives and departments with follow-up and tracking of action items assigned during meetings and confirms all items are completed.
• Understands, analyzes, anticipates, and completes the administrative needs and tasks of each assigned executive and department to achieve established goals. Responds to requests in a prompt and accurate manner.
• Utilizes computer proficiency to perform word processing and data entry, create and maintain databases, conduct online research, draft letters, basic reports, presentations, and other documents as requested.
• Assists in budget preparation and expense management reporting. This includes the preparation of expense reports and purchasing card reports in a timely and accurate manner. Assists with the preparation, gathers signatures, and submits travel reimbursements for executives and departments. Creates purchase requests through the web base system for assigned departments.
• Reviews, updates, and tracks all professional memberships of assigned executives, directors, and managers to ensure all credits are completed by annual deadlines. Works closely with each team member to ensure any educational credits are submitted and assists with registration of trainings and conferences and with accurately booking accommodations if needed.
• Assists with records management for the assigned departments to include both paper and electronic documents and files.
• Assists assigned executives with gathering responsive information for public information requests and other time-sensitive and confidential issues, concerns, and questions.
• Must be highly detailed and organized.
• Provides support to the Board Governance Manager for Board and Committee meetings as needed. Serves as a backup to other Executive Assistant/Division Coordinators when they are on leave.
• Provides general administrative and clerical support. Supports Administrative team functions by answering calls from the main line as needed. Performs other duties as assigned and provides administrative support to departments daily.
• May occasionally work weekends and evenings as needed.

Knowledge, Skills and Abilities:

• Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Proficiency in database, spreadsheet, scheduling/calendaring, and word processing applications.
• Must have good writing and verbal communication skills.
• Must be proactive and anticipate changes to schedules and processes.
• Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, note-taking, transcription, and other office procedures and terminology.
• Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.
• Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records.
• Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems.
• Strong listening, verbal, presentation, and written communication skills. Listening to what other people are saying and asking questions to clarify or gather more information.
• Strong emotional intelligence and respect for internal and external stakeholders and co-workers.
• Knowing how to find information and identifying essential information.
• Performing complex operations in Microsoft Office 365 and the internet.
• Performing executive administrative functions including scheduling travel, meeting planning, and coordinating calendar activities.
• Actively learning by working with new material or information to grasp its implications.
• Actively looking for ways to help people, establishing and maintaining effective working relationships.
• Managing one's own time and the time of others.
• Taking and/or transcribing notes of meetings.
• Finding ways to structure or classify multiple pieces of information.
• Developing approaches for implementing an idea.
• Efficiently shift back and forth between two or more activities or sources of information.
• Regularly and effectively manage competing priorities and meet deadlines.
• Develop strong interpersonal skills with the ability to interface effectively both externally and internally with a wide range of people in a professional manner.
• Correctly follow a given rule or set of rules to arrange things or actions in a certain order including procedures, orders, or logical operations.
• Develop approaches for implementing an idea.

Qualifications

Minimum Education:

Minimum high school diploma or GED - Required

Preferred Education:

60 College Hours from an accredited university

Minimum Experience:

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