Executive Assistant to the President and CEO


AP Professionals
Published
April 29, 2024
Category
Job Type
Salary Lower Range
23
Salary Upper Range
28
Salary Option
Hourly
City
Rochester

Description

AP Professionals is partnering with a local company in need of an Executive Assistant to the President and CEO. The Executive Assistant to the President & CEO holds a central position in aligning top-tier decision-making processes, serving as a vital link between the CEO, the Boards of Directors, and the Leadership Team. Responsible for providing executive-level support, this role facilitates seamless communication and oversees the implementation of crucial projects. It requires a proactive, forward-thinking mindset coupled with exceptional attention to detail, aimed at promoting teamwork across departments, improving organizational coherence, and driving initiatives aligned with the strategic goals of the CEO and the company.

Responsibilities

Supporting the CEO:

  • Administers a diverse array of administrative duties for the President & CEO, including orchestrating a dynamic calendar of appointments, handling expense reports, composing and assembling confidential correspondence for internal and external dissemination, managing intricate travel arrangements, and compiling vital documents for travel-associated meetings.
  • Acts as a direct conduit between the President & CEO and Board members, proficiently conveying and advocating for the CEO’s programmatic initiatives.
  • Manages incoming issues and concerns directed towards the President, evaluating their urgency and sensitivity to determine the most suitable action, referral, or response.
  • Ensures smooth communication between the President's office and internal departments, maintaining the credibility, trust, and support of leadership.
  • Regularly updates the President & CEO’s professional biographies and resumes to ensure accuracy and readiness for dissemination.
  • Coordinates all speaking engagements for the President & CEO, prepares dynamic PowerPoint presentations, and collaborates on speech drafting.
  • Provides timely responses to requests for information about the President and the organization, ensuring stakeholders receive accurate and prompt data.
  • Maintains and organizes electronic and physical records, ensuring compliance with regulatory requirements and best practices for document management.
  • Undertakes additional responsibilities as assigned by the President, Leadership Team, or their representatives, contributing to broader organizational objectives.

Board of Directors Support:

  • Offers comprehensive administrative support to the Board of Directors, ensuring efficient operations and effective governance.
  • Facilitates Board of Directors meetings, managing agenda preparation, pre-read materials, and minute-taking on behalf of the Board Secretary, while also organizing all board documents.
  • Collaborates closely with the Board Chair, Committee Chairs, and CEO to oversee committee projects and responsibilities, ensuring successful achievement of objectives.
  • Ensures board compliance with organizational bylaws, verifying completion of required compliance documentation, submission of board dues, and participation in necessary board surveys by all board members.
  • Coordinates committee meetings for the Board of Directors, actively involving members and scheduling staff liaisons for meeting facilitation and minute-taking, promoting effective communication and participation.

Project Management:

  • Coordinates logistics for staff meetings, including agenda setting, venue selection, and coordination of related details for seamless execution.
  • Organizes Board and staff-related events, meticulously managing logistics and handling post-event expense reports to the finance department.
  • Collaborates with the President & CEO and the Marketing & Fundraising department to plan and execute organization-wide events.
  • Actively participates in and supports the company's events and fundraising initiatives, contributing to their success.
  • Assists the Leadership Team by collaborating with the CEO and Executive Leadership to develop meeting agendas, document notes and action items, and allocate tasks with specific deadlines.
  • Engages with Leadership Team members on special projects, including strategic planning, affiliate assessments, policy and procedure updates, process enhancements, and technology implementations, ensuring alignment with organizational goals.

Supervisory Responsibilities:

  • Oversees the Customer Service Coordinator desk reception staff, ensuring they receive necessary support to fulfill their duties.
  • Manages all processes and procedures related to the receptionist role, guaranteeing smooth operations and exceptional community support.

Education

  • A minimum of an Associate’s Degree coupled with a demonstrated track record of at least 3 years directly supporting a CEO or executive leader is required.
  • Candidates with a combination of relevant education and experience will be considered.

 

Experience

  • Proven experience collaborating with senior executives is essential.
  • Mastery of Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint) is required.
  • Proficiency and demonstrated experience in utilizing Google Suite, Squarespace, Mailchimp, Salesforce, Zoom, Eventbrite, and similar platforms are highly desirable.

Knowledge, Skills, Abilities, and Other Characteristics

  • Exceptional interpersonal and written communication abilities.
  • Demonstrated capability to collaborate effectively with diverse members within the organization.
  • Proficiency in computer operations, coupled with strong organizational and administrative aptitude.
  • Previous supervisory experience is advantageous.
  • Self-directed learning aptitude and creative problem-solving skills are essential.
  • Robust organizational and time management proficiencies.
  • Outstanding writing and proofreading abilities, with the capacity to unify diverse writing styles into a cohesive voice.
  • Excellent handling of confidential and sensitive information.
  • Effective project management competencies.
  • Proven ability to manage multiple projects and prioritize tasks while maintaining a positive outlook and fostering teamwork.
  • Meticulous attention to detail, accuracy, and punctuality in task completion.
  • Creative, results-oriented, and community-focused mindset is a must.
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