Administrative Assistant/Receptionist

JOB SUMMARY | OBJECTIVE Greet and assist internal and external guests as needed. First person everyone sees, the go to person when something needs to be done and the last person everyone sees when they leave. Answer or help find the answer to any employee or guest questions. Assists and relieves the CEO and members of the Executive Team with administrative functions in order to increase the time an executive has available for executive level responsibilities. ESSENTIAL FUNCTIONS | RESPONSIBILITIES Greet and welcome visitors in a professional and friendly manner Manage and maintain inventory of office supplies, snacks and beverages and stocking and replenishing as needed. Receive and distribute mail daily. Pack and ship outgoing product sales daily. Coordinate, schedule, and prepare meeting room spaces for meetings and events Manage catering arrangements, including ordering, setup, and breakdown of food and beverage services for meetings Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes complex and/or confidential; arranging complex and detailed travel plans, itineraries, and agendas within budget; and compiling documents for travel-related meetings. Plan, coordinate and ensure the CEO's schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the CEO's time and office. Communicate directly, and on behalf of the CEO, with Board and Supervisory Committee Members, Leadership Team, Management Team, and others, on matters related to CEO's initiatives. Research, prioritize and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response. Provide a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with Senior Leadership. Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the CEO, some of which may have an organizational impact. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails, and other tasks that facilitate the CEO's ability to effectively lead the company. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Board Support | Liaison Serve as the CEOs administrative liaison to SkillPath Board of Directors. Coordinate quarterly and special Board Meetings, including meeting space, agenda, material, and food needs. Assemble quarterly board packet materials. Attend Board Member meetings and take Board meeting minutes. Maintain discretion and confidentiality in relationships with all Board Members. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Leadership Team Liaison Participate as a member of the Leadership Team including assisting in scheduling meetings and attending all relevant meetings. Facilitate travel and networking outreach plans for Leadership Team as needed. Work with the Strategic Initiatives team in coordinating the CEOs activities. Assist members of the Executive Team with administrative support as needed as long as CEO takes priority.