OB SUMMARY:

The Executive Administrative Assistant directly reports to the Assigned Officer with dotted line to the Director of Administrative Services, and provides support to the other senior management staff. The Executive Assistant is regularly required to effectively manage all aspects of the Officer’s office and resolve complex administrative problems independently. Perform tasks that are diverse and advanced; Responsible for following all CHSI policy and procedures, objectives, and philosophy.

DESCRIPTION OF KEY FUNCTIONS AND JOB RESPONSIBILITIES:

1. Upholds and supports the mission, philosophy, objectives, policies and ethics of CHSI.

2. Will smile, speak in a courteous and friendly manner with clients and staff members.

3. Provide direction and prioritization standards for the screening of Officer’s mail, email, voicemail and appointments using expert judgment and knowledge.

4. Maintains Officer’s files, appointment calendar, and interview schedule.

5. Prepares Officer’s materials for trips/travel

6. Coordinated meetings for Officer and their departments. Anticipate the Officer’s and department’s needs and proactively bring together appropriate people and other resources to support them in addressing issues.

7. Provides support to the Director of Administrative Services by facilitating and organizing board meetings as needed. This includes the preparation and distribution of Governing Board/Body and Committee agendas and materials. Provides minutes to Board Meetings when requested.

8. Prepare reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions, as requested by Officer or Director of Administrative Services

9. Can independently conduct research, develop content, and create effective presentations for Officer or Director of Administrative Services to deliver, as requested.

10. Provides final reviews and proof reads all correspondence being sent out on behalf of Officer, Director of Administrative Services, or other senior management staff.

11. Handle confidential information, which would have immediate negative impact on the company operations, performance, or value if shared beyond its intended audience.

12. Ability to receive and initiate extensive, regular outside contacts on behalf of the Officer or Director of Administrative Services with executives and boards of directors of other companies, regulators, elected representatives, charitable boards, and customers.

13. Plan, organize and coordinate the administrative aspects of internal staff meetings, Board related meetings, and meetings with outside entities.

14. Perform all other duties as directed either formally or informally, verbally or in writing by the Director of Administrative Services or other senior management.

15. Fill in as back up to the Receptionist and Director of Administrative Services as needed, including but not limited to:

• Provide coverage for Receptionist’s lunch, breaks, days off as needed

• Receive and direct visitors

• Distribute mail

• Assist in organizing and coordinating board/executive meetings in Director of Administrative Services’ absence

SUPERVISORY RESPONSIBILITIES:

No direct supervisory responsibilities

SKILLS AND KNOWLEDGE

• Strong organizational skills and attention to detail; ability to manage multiple responsibilities simultaneously.
• Strong computer skills, with proficiency in Microsoft Office
• Well-developed verbal and written communication skills and the ability to work cooperatively with divergent groups
• Must possess good “customer service” including verbal and written communication.
• A high standard of professionalism is expected in speech, manner, attitude and appearance at all times.
• Possess strong interpersonal skills and ability to work well with others.
• High standard of professional ethics and conduct is expected.
• Ability to deal effectively with changing situations and stressful environment.

EXPERIENCE AND EDUCATION

• Requires a business/office management background generally equivalent to an AA degree in business or secretarial related field.
• 3-5 years of executive secretarial experience of increasing variety and/or complexity OR equivalent combination of education and experience.