Executive Office Support:
Directs and prioritizes the workflow of the Executive Office.
§ Manages the day-to-day functions and activities of the Executive Office, including internal and external communications, interface with internal and external stakeholders.
§ Performs highly confidential duties that require full knowledge of the organizational policies and operations.
§ Regularly required to resolve complex administrative problems independently.
§ Provides technology support for the onboarding and offboarding of staff, coordinating equipment distribution and equipment retrieval.
§ Responsible for coordinating visitor badges, staff key fobs, and serving as the main point of contact for facilitating staff badges.
Administration Management:
§ Oversees the operation of the Administration Center including the mail room, copying, supplies and related production and distribution.
§ Negotiates with potential and existing vendors for assorted services to ensure that receives the best market offering available given needs and budget constraints.
§ Coordinates the preparation of incoming and outgoing mailings and handles the receipt of incoming mail, ensuring timely distribution to the appropriate staff.
§ Oversees the meetings setup and services, ensuring all necessary technology and materials are prepared and functional.
§ Oversees physical records management. Ensures compliance with records retention policy.
§ Oversees the approval and coding of all Administrative Center incoming vendor bills through the A/P system, including expense reports.
§ Responsible for the organization of the furniture. Handles all communications and arrangements for internal office changes.
EDUCATION/EXPERIENCE/SKILLS:
§ Bachelor’s degree from an accredited institution in a related field, equivalent work experience will be considered.
§ 4 or more years of related work experience in office management, executive support, association management and/or related field.
§ Excellent technology skills, including Microsoft office, databases and presentation software
§ Strong attention to detail and a commitment to quality.
§ Ability to collaborate effectively by building relationships across all departments and levels.
§ Must demonstrate good judgement and mature business skills, a high level of organizational and time management skills, and flexibility in competently juggling competing priorities and changing expectations.
§ Skilled in critical thinking, analysis, and determining project direction.
§ Excellent written and oral communication skills.
§ The position exercises moderate influence upon the actions or operations of others and has a moderate impact on the activities.
§ Model culture values throughout the workplace and employ them in all interactions with peers, direct reports, managers, volunteers, members, and other stakeholders.
WORK ENVIRONMENT (In Office/1 Day Remote):
- This position requires the incumbent to be in the office a minimum of 4 days per week and have the availability to be present in the office when the CEO is in the office and as needed to handle office management responsibilities.