Executive Assistant

Company: trak group
Location: Covington
Posted on: June 25, 2022

Job Description:

Executive AssistantWhat you need to be successful:

• Executive Assistant experience in a for-profit setting
• Tech Savvy
• Calendar management and presentation preparation and design experience
• C-level executive support experience
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.Responsibilities include:
  • Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters and funding source requirements.
  • Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.
  • Work closely with the CEO to keep them 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. Anticipate CEO's needs in advance of meetings, conferences, etc
  • Maintain open communications with the Executive Leadership team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
  • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
  • Work with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
  • Manage all aspects of organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
  • Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs.
  • Replenish office materials such as printer supplies, paper, office supplies, etc.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer main phone line and respond to inquiries.
  • Process and distribute daily mail.
  • Invest in building long-lasting relationships both externally and internally.
  • Other projects/duties as assigned for the overall benefit of the organization.Why work here:
    • Competitive Pay
    • Employee Development opportunities
    • 14 paid holidays (includes 2 floating holidays)
    • Sick leave, personal days, and vacation time
    • Health, Vision and Dental Insurance
    • Health Reimbursement Account (HRA)
    • Employee Assistance Program (EAP)
    • Flexible Spending Account (FSA)
    • Health Savings Account with Employer contributions (HSA)
    • Life Insurance and Voluntary Life Insurance
    • Accidental and Critical Illness Insurance
    • Short term disability
    • 2 Retirement savings programs BOTH with Employer match!!

Keywords: trak group, Covington , Executive Assistant, Other , Covington, Kentucky