Executive Assistant/Office Manager
Excellent opportunity for an Executive Assistant/Office Manager with experience working for a non-profit Association.
This position coordinates a broad spectrum of services primarily focused on the efficient operations pertaining to the COO and Director of Finance. This includes supporting routine Finance Department administrative functions, compiling Section on Fiscal Affairs & Budget Committee meeting materials, assist in creating financial PowerPoint presentations, and other COO projects as assigned.
Position also provides administrative support to other departments and backup Executive Division support to the CEO, in the absence of the Executive Office Specialist and the Senior Executive Operations Manager.
- Manages, arranges and schedules detailed meetings, webinars, and conference calls, prepares agendas, books travel, travel itineraries, maintains appointment calendars, and ensures appropriate follow-up for the COO and Director of Finance.
- Manages key administration functions to facilitate the efficient operation of daily and monthly routines, including, but not limited to, monthly financial filing and preparation and review of COO contracts. Prepares in draft or final form correspondence, reports, letters, meeting minutes, memos and other written materials. Performs research, gathers data points from various departments and prepares presentation materials as requested.
- Attends the Section on Fiscal Affairs and Budget Committee meetings as necessary. Provides logistical and liaison support to the Section on Fiscal Affairs, Budget Committee and other committees as assigned, assembles meeting materials, and prepares meeting minutes. Administers SFA and Budget Committee web portals on Sharepoint which includes posting documents, file archives and managing participants/users.
- Processes and prepares cash expense and American Express reports. Reviews for accuracy all cash expense and American Express reports for staff that directly report to the COO and PSH Executive. Reviews COO direct reports’ monthly AMEX, expense and cash submissions.
- Prepares the distribution of the monthly financial reports, key financial indicators report and financial statements to key member leaders and staff. Prepares Adobe Acrobat (pdf) financial document packets for distribution to key member leaders and staff. Creates and maintains PowerPoint presentations, database and spreadsheet files.
- Creates and maintains Standard & Operating Procedures (SOPs) manual for COO and Director of Finance processes related to member communications and distribution of materials, SFA, Budget and other functions.
- Interacts with key staff members, Executive Officers, Board members and Committee Chairs, by facilitating communication and providing scheduling and meeting assistance.
- Acts as a project coordinator for special projects which may include planning and coordinating multiple presentations, disseminating information, and organizing special meetings/events.
- Handles confidential and non-routine information. Responds to requests for information, determines which requests should be referred to key staff.
- Provides backup Executive Division duties for the CEO during the Executive Office Specialist’s and the Senior Executive Operations Manager’s absence from the office, including scheduled vacation, Annual Meeting, or special projects. Responsibilities include assisting the CEO with schedule, meetings, travel, mail, phone calls, AV assistance and any necessary follow-up.
- Bachelor’s degree in business or related field preferred.
- Minimum 5 years demonstrable experience in a customer service-oriented and business focused organization.
- Experience working in a member association and with key association executives and elected leaders.
- Proficient in Microsoft Office (preferably 2010 version) applications, webinars, and other productivity focused tools.
- Clear and consistent communicator (verbal and written). Excellent writing and proofreading skills.
- Ability to communicate with a variety of stakeholders, including members, key executive staff, and leaders, requiring a high level of finesse, diplomacy and professionalism.
- Self-directed and able to independently monitor the progress of tasks and projects; provide appropriate follow-up to supervisor when necessary.
- Ability to identify and resolve problems in a timely manner, gathering and analyzing information skillfully and maintaining confidentiality.
- Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Demonstrate personal integrity in interactions with vendors and contractors and in communications with members and staff.
- Ability to discern confidential information and maintain confidentiality.