Under general direction, this position provides a wide range of executive level administrative support services to the President & Chief Executive Officer ("CEO") and the CEO's Executive Leadership team and serves as a liaison to the Board of Trustees. This position independently manages multiple tasks simultaneously and handles matters and materials that are sensitive and confidential nature. Working proactively to anticipate needs, this position coordinates and prioritizes executive communications and develops relationships with key internal and external leaders, representing Executive Leadership in a positive, professional manner. This position reports to the Executive Vice President, Chief of Staff.
DUTIES AND RESPONSIBILITIES:
Performs all assigned duties in compliance with internal SOPs and external regulations. Brings compliance issues to the attention of management.
Assures quality customer service to all customers.
Maintains good attendance and punctuality per the absence policy.
Maintain the CEO's schedule, including day-to-day and long-term management of meetings, projects and priorities.
Provides executive-level administrative support services to the Executive Leadership team, including handling requests for information, resolving administrative issues and inquiries, receiving visitors, and general clerical duties. This includes supporting executive needs with regards to outside roles with industry and non-industry organizations.
Coordinate travel and meetings for the CEO, Executive Leadership and the Board of Trustees, including meeting logistics and related event planning, prioritizing meetings and communicating all relevant details to participants. Assist in preparing, organizing and distributing agendas, meeting materials, expense reimbursement and assist with technology needs.
Assist with board-related activities and coordination, including recording of meeting minutes under the direction of the Chief Legal Officer (corporate secretary for Vitalant and its related entities).
Prepares and modifies documents, including correspondence, presentations, reports, drafts, memos, meeting minutes and emails.
Maintains group distribution lists.
Develops and maintains an organization system for files and/or tracking systems of tasks and projects assigned to Executive Leadership, ensuring immediate retrieval of information and documents.
Prepares and tracks expense reports, including reconciliation of all credit card receipts for the CEO and Executive Leadership.
Plan and execute special projects such as departmental, company or board events, offsite meetings, and team-buildings.
Administrative contact for a wide variety of high-level relationships between the CEO, the Board of Trustees, donors, vendors and other external constituents.
Work as a member of team, willing to provide back-up support to the Executive Assistant, Legal and Corporate Affairs, and actively support group goals
Performs all other duties, at the discretion of management, as assigned.
Bachelor's degree or equivalent combination of education and experience required.
Notary Public preferred.
Five years of experience in a senior business support or high-level administrative support role required.
Demonstrated experience supporting executives preferred.
Proven organization and time management skills with excellent attention to detail and the belief that no task is too big or too small.
Superb communication skills with the ability to communicate professionally in writing and verbally across all levels of the organization and with external stakeholders.
Skilled in all aspects of planning management, including local and out-of-state Board meetings.
Excellent relationship builder, able to demonstrate a high level of tact, discretion, diplomacy with all internal and external stakeholders, and ability to maintain confidential/sensitive information.
High level proficiency in computer and software skills (Microsoft Word, Excel, PowerPoint, Outlook and Concur.
Experience managing video conferencing (Microsoft Teams, Zoom and BoardEffect).
Ability to compose and edit well thought-out professional correspondence.
Strong organizational and project management skills.
Ability to maintain a high level of discretion and confidentiality with internal and external customers/stakeholders.
Ability to work independently and handle multiple tasks simultaneously.
Strong attention to detail.
Effective in working objectively with a diverse group.
Resourceful, strategic problem-solving ability with a fun positive "can do" attitude and a sense of humor.
Demonstrates initiative and strives to continually improve processes and relationships.
Ability to travel, as needed, to attend out-of-state meetings (anticipated not to exceed 10%).