Executive Assistant

Upper Marlboro, MD

Posted: 09/26/2018 Employment Type: Direct Placement Job Number: 11382191
Professional Qualities:
  • Great attitude
  • Extremely Professional
  • Works well in a team environment
  • MUST be Dependable and reliable
  • Very punctual, always arrive on time
  • Pleasant and diligent
  • Excellent writing skills

Responsibilities and Duties:
  • Provides executive level assistance. Manages and exercises authority with confidential and sensitive information.
  • Keeps abreast of the CEO' s activities to enable effective calendar management and follow-up. Prepares briefing material for meetings. Coordinates logistics as appropriate.
  • As directed by the CEO, manages the CEO' s time by screening email, calls and visitors, assessing, troubleshooting and resolving problems/issues that don' t need to be escalated to the CEO.
  • Reviews correspondence and initiates next steps. Exercises discretion in responding to queries. Evaluates and resolves/reroutes issues, queries and/or concerns in an effort to limit/prevent escalation to the CEO.
  • Consults with CEO regarding requests for time on calendar; organizing meeting materials in advance. Handles logistics for meetings and travel for CEO
  • Manages and completes ad hoc projects as assigned by the CEO, including associated research, writing reports, and presenting results.
  • Produces information by writing, inputting, editing, proofreading, transmitting, and distributing data for the CEO with accuracy, presentation, efficiency and timeliness.
  • Maintains electronic copies of the corporate files ensuring thoroughness, neatness, orderliness, and retrievability of documents. Supports file and database management, as related to special project mailings and correspondences as directed by the supervisor.
  • Gathers information from executives, then drafting monthly President' s report to the Board of Directors
  • Organizes, manages, and/or disseminates restricted and/or sensitive material on behalf of the CEO to the Board of Directors, to C-suite team or to others as directed by CEO
  • Coordinates with executives and directors to manage and provide updates regarding action items from Board meetings, executive team meetings or directives of the CEO
For the Directors:
  • Provide executive, administrative and other assistance to the Office of the President/CEO and Board of Directors
  • Coordinate logistics and prepare briefing materials for Board of Directors' meetings, Board retreats or other meetings
  • Track action items from Board meetings to ensure follow-up by CEO and other executives in timely manner.
  • Populate, administer and update information/documents on all committee/Board portals of the Board of Directors' SharePoint site
  • Document, draft and/or edit Board and Committee meeting minutes, agendas & dashboards
  • Draft committee memoranda re issues/documents requiring Board consideration/approval
  • Compile and distribute Board and committee meeting materials
  • Organize Board-related events and activities. Provide logistical support.
  • Update and maintain Board manual
General Administration:
  • Maintains a professional, neat, clean and orderly Corporate Executive Office environment.
  • Plans, prioritizes, organizes and completes work to meet established objectives
  • Develop and manage budget for the office of the CEO
  • Reviews invoices and contracts against budget allocations and prepares vouchers for payment
  • Review quarterly reports and general ledgers to ensure that departmental expenditures correspond to budget allocations
  • Implement cost-saving measures in the purchase of non-capital items (i.E., office supplies, kitchen supplies, board room supplies, dishware, silverware, etc.)
  • Work directly with staff to ensure open and productive communication, accessibility and transparency between staff and the office of the CEO
  • Orders, maintains and manages office supplies for Office of the CEO and for the Board of Directors
  • Ensures adherence to and compliance with company policies, by-laws, articles, etc.
  • Create rosters and other distribution lists
  • Create and maintaining CEO' s contact lists (w/photos)
  • Create organization charts (w/contact info)
  • Review/revise office policies
  • Review/revise contracts specific to Office of CEO
  • Draft form documents (i.E., confidentiality agreements, separation letters, letters of commendation, etc.)
  • Personally, deliver time sensitive documents (in lieu of enlisting courier services) as needed
  • Excellent communications skills, including in-person presentation, phone etiquette, written and interpersonal.
  • Represent the CEO in meetings as requested by the CEO
  • Overtime if needed



 

Amanda Krape

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