Well organized, detail oriented, and proactive professional sought to provide a wide range of executive-level administrative support for the Chief Operating Officer and their department. This position is responsible for assisting the COO in effectively maximizing their departmental resources by coordinating schedules and meetings, assisting with the timely management of projects, anticipating and resolving executive and departmental needs, and identifying and executing on opportunities to centralize administrative activities to enable other staff to focus on core duties. The Executive Assistant will also be responsible for preparing presentations and reports in multiple formats and preparing and editing correspondence,
DUTIES AND RESPONSIBILITIES:
- Meet expectations and requirements of internal and external stakeholders. Act with customers in mind, establish and maintain effective relationships. Gain trust and respect.
- Develop project management tools to support department activities, address interdependencies, keep to milestones, and provide progress reports where appropriate.
- Handle requests for information and data. Use tools and technology effectively to perform research, gather and interpret data and create reports.
- Prepare, assemble, format, and modify documents including executive correspondence, briefing materials, reports, drafts, memos and emails. Revise, edit and proofread various documents with keen attention to detail.
- Identify requirements for meetings and events, and arrange appropriate support, including agendas and schedules, researching venues, securing reservations, determining menus – all requiring an elevated attention to detail. Arrange conference calls, schedule meetings and receive visitors.
- Anticipate business and client service needs, demonstrate resourcefulness and out of the box thinking. Streamline administrative tasks and activities.
- Coordinate and attend internal and external meetings. Record, transcribe and distribute minutes of meetings including those of the Program Services Committee of DESC’s Corporate Board. Prepare agendas and content for Committee meetings.
- Prepare timesheets, expense reports and credit card statements per company guidelines.
- Demonstrate impeccable professionalism at all times.
- Prepare written responses to routine inquiries.
- Proactively provide scheduling support and coordination for COO, including coordination of meetings, appointments and travel arrangements with minimal input and direction.
- Cross-train with Administrative Support Clerical Staff to cover duties during absences, as well as support a corporate workflow pool process.
- Attend meetings and trainings as required.
- Perform special projects and assume responsibilities as assigned.
The above functions are intended to describe the general nature and level of work to be performed by the person assigned to this position. They are not intended to be construed as an exhaustive list of all duties and responsibilities of the position.
JOB QUALIFICATIONS and COMPETENCIES REQUIRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and/or ability required for a general or specific area. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. Required competencies include, but are not limited to:
- Committed to continuously improving oneself. Works to deploy strengths and works on compensating for weaknesses and limitations
- Learns quickly. Open to change. Analyzes both successes and failures for improvement opportunities
- Relates well to all kinds of people. Builds rapport, uses diplomacy and tact. Exceptional communication skills. Can diffuse high tension situations comfortably
- Makes decisions in a timely manner sometimes with incomplete information under tight deadlines
- Marshalls resources (people, materials and support) to get things done. Meets deadlines, prioritizes assignments, and handles multiple activities and tasks simultaneously in a fast-paced environment.
- Strong initiative, eagerness to lead and ability to work independently while being a team player.
- Excellent writing and proofreading abilities.
- Current understanding of, or ability to quickly master, parliamentary procedures using during Board and Committee meetings.
- Ability to discern highly confidential materials and documents and maintains confidentiality.
- Have critical thinking skills and the ability to resolve complex problems. Proactively anticipate issues, propose solutions and communicate timely.
- Ability to change plans to deal with changing situations
- Understand continuous improvement processes
- Advanced level ability to utilize Internet Explorer and Microsoft Office Suite products including Word, Excel, PowerPoint, Visio, and Outlook.
EDUCATION and EXPERIENCE:
Post-secondary degree or credential(s) in an associated field, combined with a minimum of five (5) years of experience in a project management, program coordination, office management or administrative role while reporting directly to an executive is required. An equivalent combination of education and experience may be substituted. Experience within a non-profit environment is desired, but not required.
Valid State of Michigan Driver’s License – Position requires field work.
Background check and drug screen required.