Inlivian
Position Title: Executive Assistant to the CEO
Reports To: Policy and Strategic Analyst
Department/Division: Executive Office
FLSA Status: Non-Exempt
Position Summary Performs highly responsible and complex secretarial and administrative duties to assist the CEO and Executive Office team members in accomplishing the administrative functions of the Authority and coordinating the overall daily operations of the Executive Office. Uses considerable judgment and initiative to perform a variety of tasks involving office management, data processing, secretarial and administration for the Authority. The duties listed below are illustrations of the various types of work that may be performed.
Responsibilities
Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the CEO or appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Authority programs as directed.
Makes recommendations to the CEO to resolve complaints and problems.
Assist with special events (i.e., staff meetings, ribbon cuttings, official visits, etc.)
Takes dictation, composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Authority policy and procedures and presents the information in a clear and understandable format.
Prepares the agenda, letters of notification, meeting handouts for all Board of Commissioners Meetings. Takes and transcribes minutes and prepares final Board resolutions for the signature of the Chairman.
Maintains calendar for the CEO scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.
Makes travel/training registration arrangements for the CEO, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.
Responsible for preparing the payroll for the executive staff and reviewing and approving payroll for senior staff members.
Oversees corporate credit card and enters and obtains purchase order numbers; approves all purchase orders at the Executive level.
Assists the CEO and Executive team members in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings, and recommendations for the Board of Commissioners. Attends Board and staff meetings as assigned and records and transcribes minutes of meetings.
Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the CEO are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.
Locates and attaches appropriate files to correspondence to be answered by the CEO.
Ensures privacy and maintains security of confidential materials sent to the CEO. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and general reports in an accurate and timely manner.
Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards, and other materials which would be of historical significance to the Authority.
Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the CEO or other appropriate person(s). Receives and date‑stamps all incoming mail, faxes, internal memoranda, and other publications for the Executive Office and routes to the CEO or appropriate executive staff.
Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and purchase order system. Maintains copy machine, fax machine, postage machine, including scheduling of regular service and unanticipated repairs.
Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
Performs other duties as assigned.
Education and Experience An Associate’s degree in Public Administration, Business Administration or a closely related field from an accredited college or university and three (3) to five (5) years of responsible Administrative Assistant experience or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.
Knowledge and Skills
General knowledge of appropriate Authority policies, procedures, and practices pertaining position requirements.
Thorough knowledge of generally accepted business principles, practices, and techniques.
Thorough knowledge of general office procedures, and practices, including Business English and math.
Considerable skills in operating computer equipment, applicable software packages, and general office machines.
Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
Ability to communicate clearly, concisely, orally, and in writing.
Ability to establish and maintain effective working relationships with co‑workers and persons outside the Authority.
Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
Ability to deal effectively with sensitive and confidential information.
Supervision Controls The Executive Assistant receives instructions from the CEO and Policy and Strategic Analyst. Methods of accomplishing work are generally at the discretion of the employee and the employee may determine priorities within established deadlines. Instructions to the Executive Assistant may be general or specific in nature. The employee keeps the CEO informed of work progress and finished work is closely reviewed and spot‑checked for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory duties.
Physical Requirements
Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, climbing, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
Must be able to bend, stoop, push, and pull in the performance of office‑related duties.
Must be able to use fingers bilaterally and unilaterally to operate office equipment.
Must have vision and hearing corrected to be able to perform essential job functions.
Must be able to perform essential job functions in an environment that will sometimes include increased levels of work‑related stress.
An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Administrative
Industries: Non‑profit Organizations
Location: Charlotte, NC
Salary: $60,000.00 – $65,000.00
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Reports To: Policy and Strategic Analyst
Department/Division: Executive Office
FLSA Status: Non-Exempt
Position Summary Performs highly responsible and complex secretarial and administrative duties to assist the CEO and Executive Office team members in accomplishing the administrative functions of the Authority and coordinating the overall daily operations of the Executive Office. Uses considerable judgment and initiative to perform a variety of tasks involving office management, data processing, secretarial and administration for the Authority. The duties listed below are illustrations of the various types of work that may be performed.
Responsibilities
Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the CEO or appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Authority programs as directed.
Makes recommendations to the CEO to resolve complaints and problems.
Assist with special events (i.e., staff meetings, ribbon cuttings, official visits, etc.)
Takes dictation, composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Authority policy and procedures and presents the information in a clear and understandable format.
Prepares the agenda, letters of notification, meeting handouts for all Board of Commissioners Meetings. Takes and transcribes minutes and prepares final Board resolutions for the signature of the Chairman.
Maintains calendar for the CEO scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.
Makes travel/training registration arrangements for the CEO, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.
Responsible for preparing the payroll for the executive staff and reviewing and approving payroll for senior staff members.
Oversees corporate credit card and enters and obtains purchase order numbers; approves all purchase orders at the Executive level.
Assists the CEO and Executive team members in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings, and recommendations for the Board of Commissioners. Attends Board and staff meetings as assigned and records and transcribes minutes of meetings.
Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the CEO are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.
Locates and attaches appropriate files to correspondence to be answered by the CEO.
Ensures privacy and maintains security of confidential materials sent to the CEO. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and general reports in an accurate and timely manner.
Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards, and other materials which would be of historical significance to the Authority.
Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the CEO or other appropriate person(s). Receives and date‑stamps all incoming mail, faxes, internal memoranda, and other publications for the Executive Office and routes to the CEO or appropriate executive staff.
Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and purchase order system. Maintains copy machine, fax machine, postage machine, including scheduling of regular service and unanticipated repairs.
Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
Performs other duties as assigned.
Education and Experience An Associate’s degree in Public Administration, Business Administration or a closely related field from an accredited college or university and three (3) to five (5) years of responsible Administrative Assistant experience or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.
Knowledge and Skills
General knowledge of appropriate Authority policies, procedures, and practices pertaining position requirements.
Thorough knowledge of generally accepted business principles, practices, and techniques.
Thorough knowledge of general office procedures, and practices, including Business English and math.
Considerable skills in operating computer equipment, applicable software packages, and general office machines.
Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
Ability to communicate clearly, concisely, orally, and in writing.
Ability to establish and maintain effective working relationships with co‑workers and persons outside the Authority.
Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
Ability to deal effectively with sensitive and confidential information.
Supervision Controls The Executive Assistant receives instructions from the CEO and Policy and Strategic Analyst. Methods of accomplishing work are generally at the discretion of the employee and the employee may determine priorities within established deadlines. Instructions to the Executive Assistant may be general or specific in nature. The employee keeps the CEO informed of work progress and finished work is closely reviewed and spot‑checked for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory duties.
Physical Requirements
Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, climbing, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
Must be able to bend, stoop, push, and pull in the performance of office‑related duties.
Must be able to use fingers bilaterally and unilaterally to operate office equipment.
Must have vision and hearing corrected to be able to perform essential job functions.
Must be able to perform essential job functions in an environment that will sometimes include increased levels of work‑related stress.
An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Administrative
Industries: Non‑profit Organizations
Location: Charlotte, NC
Salary: $60,000.00 – $65,000.00
Referrals increase your chances of interviewing at INLIVIAN by 2x
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