Executive Assistant
Gatlinburg, TN Chief Executive Officer
Job Type
Full-time
Description

The Executive Assistant reports to and supports the Chief Executive Officer and is responsible for facilitating communication between the Chief Executive Officer (CEO) and the Executive Leadership Team (ELT) as well as between the CEO and the Board of Governors (BOG).  


The Executive Assistant will work with the CEO to manage all administrative and organizational logistics including those related to meetings, mailings, event invitations, updates, and other important communications. These will include facilitation of BOG activities to include new BOG member orientation, on-boarding, regularly scheduled BOG meetings, and support for BOG engagement strategy. 


The Executive Assistant will provide confidential administrative support to the CEO, members of the ELT, and BOG. He/she/they will utilize the utmost discretion as to work procedures and will present positive, professional and tactful countenance when dealing with diverse personalities from both inside and outside of the organization. The Executive Assistant will provide prompt, professional and courteous support and assistance to team members as well as donors, supporters and community leaders.  


DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as necessary.

  • Provide complex and confidential support requiring discretion and independent judgment in matters of significance. 
  • Handle sensitive information and maintain a high standard of confidentiality.
  • Assist CEO with communications including notice of meetings, agendas, preparation and distribution of materials, etc. 
  • Prepare and attend meetings as requested; record and transcribe minutes. 
  • Draft, review, and edit reports, letters, and other communications & correspondence as requested. 
  • Manage correspondence and communications on behalf of the CEO, including coordinating follow-up to BOG meeting minutes and other Arrowmont meetings in which the CEO has a role/responsibility.
  • Provide constant and ongoing general assistance and support to the CEO and members of the ELT as requested. 
  • Request agenda items and prepare agendas prior to meetings; record and transcribe minutes. 
  • Organize internal and external functions, including notification of meetings, lodging and culinary coordination, set-up, clean-up, etc. 
  • Schedule CEO/multi-purpose room meetings and events. 
  • Maintain CEO calendar and coordinate calendars of ELT and Arrowmont calendar as needed to ensure consistency and efficiency.
  • Compose and produce reports, graphs, and spreadsheets for CEO, ELT, and BOG. Proofread copy for spelling, grammar      and layout. Responsible for accuracy and clarity of final copy.
  • Coordinate with CEO and ELT to create a yearly schedule/plan of organization activities that will further the      vision and mission of Arrowmont to ensure current and ongoing priorities and goals are accomplished. Facilitate quarterly updates.
  • Support the CEO's networking, advocacy, and presence goals.
  • Conduct research, assemble, and analyze data to prepare reports and documents as required. Conducts research and prepare statistical reports to assist the CEO, ELT, and/or BOG/President in the development of a variety of plans, documents, or reports.
  • · Schedule and organize CEO, ELT, other Team, and BOG travel which may include but is not limited to conference registrations, board meetings, strategic planning for BOG and Team, etc. Assist in scheduling and/or arranging appointments, meetings, business trips, etc. for the President/CEO, Board of Directors, or other members of the Executive Management Team.
  • Ensure appropriate corporate and organization documents are on file for review and retrieval as needed. These      include all Arrowmont corporate documents, BOG documents, etc. Maintain these in accordance with local, state, and federal regulations and requirements.  
  • Keep CEO advised of all communications received. Facilitate communications on behalf of the CEO when he/she is unavailable.
  • Develop and review all new contracts entered into by Arrowmont, as well as all contracts totaling more than $10,000.
  • Facilitate and develop organizational reports and strategic plan reports for CEO review, edit, and approval.
  • Maintain Arrowmont Main Calendar and ongoing schedules for CEO and ELT. Includes (as needed) scheduling, notification of meetings, and communications/minutes of the following meetings to include All Team meetings, Leadership meetings, ELT meetings, BOG (Full and Committee) meetings, as well as other meetings, events, and activities scheduled during the course of the year. Maintain repository of minutes of all these meetings.
  • Collaborate with business office (and others as needed) to provide assistance for monthly meetings coverage. 
Requirements

PERFORMANCE STANDARDS:

  • Meets all deadlines and is detail oriented.      
  • Ability to work with executives, maintain      confidentiality of records and information, diplomacy, tact, and      professionalism in actions and appearance. 
  • Fully competent in using contemporary      software word processing program applications. Ability to organize job      functions and work area to be able to effectively complete assignments      within the established time frame. 
  • Consistently demonstrate ability to      respond to changing situations in a flexible manner to meet current needs.

MINIMUM REQUIREMENTS:

  • Maintain a positive attitude with      employees and members, and remain flexible while focused on best      practices, policy, productivity and effectiveness.
  • Above-average technological skills      and knowledge, including computer proficiency.
  • Ability to maintain confidentiality.
  • Regular and predictable attendance.
  • Excellent verbal and written      communication skills.
  • Maintain a professional appearance      in accordance with campus or other activities.
  • Some travel may be required.      Flexibility of time and schedule is necessary to accomplish this position.

QUALIFICATION, EDUCATION, AND EXPERIENCE

Equivalent combination of education and experience to include business school, community college, and/or university certification/degree and three to five years related executive administration experience.


ATTRIBUTES, SKILLS and ABILITIES:

  • Excellent command of the English language,      oral and written. Ability to read and interpret documents such as meeting      minutes and policy/procedure manuals. Exceptional ability to write clearly      and concisely, as well as to produce written reports, correspondence,      spreadsheets and graphs. 
  • Ability to communicate via additional      languages an asset.
  • Ability to operate proficiently all      equipment used in executive assistance to include computers, postage machine,      printers, photocopiers and fax machines, etc.
  • Knowledge and experience with Microsoft      Office 365 and Blackbaud. 

PHYSICAL DEMANDS:

This position requires limited travel, ability to drive a car, is physically demanding requiring the ability to walk unaided up and down hills and over uneven terrain; bend, stoop, reach above head; fine and gross motor skills, and work in close quarters. Possession of normal visual acuity at near and far distance with correction and auditory acuity with correction. While performing the duties of this position, team member s required to frequently sit and work at a computer. The team member is frequently required to use hands to finger, handle, touch objects, tools or controls and to talk fluently. The team member may occasionally lift or move heavy objects. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Inclusion and Equal Opportunity Statement:  

Arrowmont is committed to creating an anti-racist, diverse, and inclusive workforce and work environment and is proud to be an equal opportunity employer. Arrowmont strongly encourages people of color, women, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics. Arrowmont is committed to compliance with all fair employment practices regarding citizenship and immigration status.