Executive Assistant

Centro Announcement of Vacant Position Executive Assistant - Syracuse DEPARTMENT: Executive SALARY RANGE: Grade: 5 - $57,013 to $63,725 Note: Starting salary is determined by evaluation of experience and qualifications for the position and will be set at some point between the minimum and maximum of the pay scale. JOB SUMMARY This position is responsible for providing administrative and secretarial support to the Chief Executive Officer, members of the executive staff, and the Board of Directors. Position is non-exempt. Duties Maintains correspondence files. Preparation for board meetings: On a monthly basis, collect from various executive and senior staff members, all materials and documents to be sent to board members one week prior to board meeting. Adherence to this rigid schedule is critical. Send required documents to MIS to post on the Centro website prior to public meetings. Assigns motion and resolution numbers. Coordinates set-up of meeting room and refreshments/catering arrangements. Board meeting day: Attendance at board meetings is important component of position. Prepares and disseminates meeting agendas and related documents and assembles and distributes additional hand‑outs as needed. Responsible for clean‑up of meeting room. Post board meeting: Writes board meeting minutes and distributes to executive staff for finalization. Maintains minute books and electronic records. Writes minutes to Centro website for public review. Ensure that meeting minutes, notes, and board activities are consistent and compliant with company requirements, federal requirements, and Authority Budget Office requirements. Maintain Board Member inventory, committee assignment rosters, and monitor the activities of the members in this regard. Develop and maintain a detailed listing of Company contacts and external relationships along with a strong understanding of their relevance to Centro Business functions. Schedules meetings, prepares mailings, and makes travel and conference arrangements for the Authority staff and board members; distributes appropriate reports, forms, and prepares related expense reports and tax‑exempt certificates. Reviews charges made to authority for travel reservations. Types, edits, and disseminates, confidential documents, board packets, correspondence, memoranda, agendas, minutes, presiding officer notes, forms, reports, and speeches for executive management and board members. Sorts, reviews, and distributes mail for CEO and board members. Responds to and/or directs requests to appropriate personnel via telephone, e‑mail, or facsimile. Prepares and sends notifications of upcoming meetings to board members, appropriate staff, media representatives, and other interested parties. Maintains correspondence files. Maintains board members' files. Provides administrative/clerical support to executive staff as directed, including ordering office supplies. Reconciles transactions on the Centro CEO and Executive Assistant‑issued credit card. Coordinates authority participation in community and/or charity events. Coordinates corporate receptions and events as directed. Performs other related duties as assigned. Prepare the annual Report to the Legislature on Subsidiaries Requirements Skill in dealing with the public. Skill in oral and written communication along with knowledge of English grammar, and spelling. Strong knowledge of Microsoft Office Suite including proficiency in Word, Excel, and Outlook. Knowledge of authority policies and procedures. Knowledge of contemporary office procedures and correspondence styles. Knowledge of authority operations and functions. Skill in organizing and maintaining accessible files. Skill in prioritizing and organizing work and maintaining confidential records and information. Skill in operating a personal computer, calculator, facsimile machine, typewriter, and other office machinery. Education Education: Associates degree preferred or equivalent combination of education and experience. CNYRTA is an equal opportunity employer and drug free workplace. #J-18808-Ljbffr