Executive Assistant

Overview

POSITION SUMMARY

The Executive Assistant to the Chief Executive Officer (CEO) is responsible for providing comprehensive support to the CEO, the Executive Team, Board of Directors, and managing the organization's office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities

• Completes a broad variety of administrative tasks for the CEO and Executive Team including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for Board related meetings.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the Board of Directors.
• Schedules and attends meetings on behalf of the CEO, taking notes and recording minutes as needed.
• Assists in coordinating the agenda of senior management team meetings, board meetings, off-site meetings, and all staff meetings.
• Receives incoming communication or memos on behalf of the CEO and the Executive Team, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Serves as the organization's administrative liaison to board of trustees.
• Oversee preparation for Board of Trustee meetings.
• Performs general office management tasks including maintaining records & files, ordering supplies, and performing basic bookkeeping.
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Oversee implementation of document retention policies.
• Maintain the office calendar, including establishing vacation schedules and tracking extended staff absences.
• Acts as the liaison for all IT related issues between the organization and all relevant vendors.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to the Executive Team.
• Maintains the integrity and confidentiality of human resource files and records.
• Provides clerical support to the HR function of the organization.
• May assist with payroll functions including processing, answering employee questions, fixing processing errors etc.
• Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs all administrative duties related to the operations of the human resource office including but not limited to: Processing required paperwork for recruiting new employees, new hire orientation and onboarding, employee transfers, changes in job classification, salary increases, and other related employment matters.
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates finding, contracting and the payment of office related vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Performs other duties as required or assigned.

Qualifications and Educational Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelors/Associates Degree in business management, communications or HR preferred.
• 3 to 5 years of experience in a professional environment preferred.
• Experience in customer service, administrative/executive support and HR preferred.

Required Skills and Competencies

The specific personal traits required to accomplish the essential duties of this job successfully include:

• Candidates must possess excellent oral and written communication skills.
• Proficiency in the entire Microsoft Office Suite.
• Very strong interpersonal skills and professional demeanor.
• Proven ability to handle confidential information with discretion.
• Strong organizational and time management skills.

Physical and Travel Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of walking and standing.
• Must be able to lift up to 20 pounds at times.

Please note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

NORTHEAST OHIO HISPANIC CENTER FOR ECONOMIC DEVELOPMENT is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: NORTHEAST OHIO HISPANIC CENTER FOR ECONOMIC DEVELOPMENT is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at NORTHEAST OHIO HISPANIC CENTER FOR ECONOMIC DEVELOPMENT are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. NORTHEAST OHIO HISPANIC CENTER FOR ECONOMIC DEVELOPMENT will not tolerate discrimination or harassment based on any of these characteristics. NORTHEAST OHIO HISPANIC CENTER FOR ECONOMIC DEVELOPMENT encourages applicants of all ages.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries
• Non-profit Organization Management

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