The Executive Assistant position plays an integral part in the integrity of the company by providing a high-level of professionalism and administrative support to the CEO, CFO and Executive Board Members. This role will be a key asset to ensure the smooth operation of the executive office by exercising good judgment and handling a variety of tasks that can be highly sensitive and confidential with a high degree of efficiency, integrity, and discretion
RESPONSIBILITIES:
Administrative Support:
Prepare and edit correspondence, communications, presentations, and other documents.
Organize and maintain files and records, ensuring they remain updated and easily accessible.
Ensure all executive documents and communications are securely stored and managed.
Meeting Coordination:
Plan, organize, and facilitate Executive Committee & Board meetings, including preparing agendas, taking minutes, and following up on action items.
Take meeting minutes for all board-related meetings, ensuring accurate and detailed records of discussions and decisions.
Coordinate the preparation of the board packet for monthly distribution.
Coordinate logistics for board meetings, including venue arrangements, catering, and AV setup.
Take meeting minutes in weekly manager meetings then update Mondays.com with notes. May also be asked to take meeting minutes for other office meetings (i.e. Quality, Service Committee)
Communication:
Draft and distribute communications on behalf of the CEO, CFO, and executive board members.
Project Management:
Assist in the planning and execution of special projects and initiatives led by the executive team.
Track progress and ensure timely completion of tasks and deliverables.
KEYS/ EXPERIENCE/SOFT SKILLS:
Bachelor's degree in business or related field preferred; or a minimum of 5 years of relevant experience working as an executive assistant supporting C-Level executives.
Must haves here: C-Suite/Executive experience, BOD experience (meetings, notes, dealing with members professionally), strong communication skills!
Need for Strong systems skills: MS Office Suite (create & present power point presentations), expert use of Word/Outlook
Soft skills: Professionalism, Strong confident presentation, Self-Starter, multi-tasker, very resourceful