Executive Administrative Assistant

St. Louis, MO | Contract

Post Date: 11/21/2016 Job ID: 2242746 Industry: Administrative

Position SummaryReporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. Also, serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Essential Functions:
  1. Completes a broad variety of administrative tasks for the President & CEO 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 travel-related meetings.
  2. Plans, coordinates and ensures the CEO’ s schedule is followed and respected. Provides “ gatekeeper” and “ gateway” role, creating win-win situations for direct access to the CEO’ s time and office.
  3. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  4. Provides a bridge for smooth communication between the President’ s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  5. Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  6. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’ s ability to effectively lead the company.
  7. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  8. Serves as the President’ s administrative liaison to board of directors and maintains discretion and confidentiality in relationships with all board members
  9. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  10. Ensures that the President’ s bio is kept updated and responds to request for materials regarding the President and the organization in general.
  11. Must work well as part of a team and individually with other employees.
Other Responsibilities:
  1. Performs other job-related duties as assigned by President/CEO.
Education, Experience and Skills Required:1. High school diploma or equivalent; Associate’ s degree or some post-high school training or certification, preferred. 2. Minimum (0-6) months of experience providing executive support.3. Experience and interest in internal and external communications. 4. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.5. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.6. Expert level written and verbal communication skills

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