CEO Executive Assistant

Job Summary:

The Chief Executive Officer (CEO) Executive Assistant provides personalized administrative support related to the CEO's working life and communications. To act on behalf of the CEO as assigned in his absence.

Provides high-level administrative support to CEO and senior management staff by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Essential Duties and Responsibilities and Expectations:

• Conserves CEO’s time by reading researching, and routing correspondence; drafting letters, memorandums, contracts, Agreements, MOU’s, and documents; collecting and analyzing information; and initiating telecommunications.
• Maintains CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Organize the CEO’s office by filing (digital & hard copy) projects in order of priorities to CEO for immediate access as needed.
• Assist in development and implementation processes and systems to streamline activities of the CEO and the organization.
• Prepares CEO reports by collecting and analyzing information as requested.
• Assist with submittal of program reports by assuring staff awareness of report/progress deadlines in coordination with Grants Management staff and reporting to CEO and COO.
• Represents the CEO by attending meetings, events, P.R. opportunities, etc. in coordination with COO or as requested by the CEO.
  • Ensure meeting notes are accurately captured.
  • Follow up on any needed items, questions, etc.
• Prepare follow up tasks/minutes/scheduling per meeting discussions for CEO review.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors. Brief/update/follow up as required.
• Prepare talking points and represent the organization with press as needed.
• Maintain contact with all managers in coordination with COO to follow up on tasks directed by the CEO.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Serves as the main point of contact with Board of Directors, schedules board meetings, prepares reports and sends to board, takes minutes, and maintains files in proper format for use in audits.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons and travel for committee, board, and other meetings.
• Compile, transcribe, and distribute minutes of meetings.
• Prepare accurate: reports, memos, letters, presentations, and other documents, using word processing, spreadsheet, database, or presentation software.
• Assist CEO with submitting expense receipts and invoices for payment as assigned.
• Maintain, update, and enhance project databases as needed.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Maintain and update passwords as needed for contracts, grants, travel, and other software applications.
• Special projects as needed throughout the organizations within various departments.

General Administrative duties:

• Perform general office duties, such maintaining records, managing database systems, and performing basic bookkeeping work for the CEO.
• Organize, file and retrieve corporate documents, records, and reports.
• Complete projects by assigning work to the administrative assistant and following up on results.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems and record meeting discussions.
• Maintains customer confidence and protects operations by keeping information confidential.
• Handle sensitive and extensive confidential information.
• Answer inquiries regarding scheduling of conference room(s) use among staff and outside entities.
• File and organize as needed and/or other administrative related duties.

Minimum Qualifications (Experience/Education):

• Associate degree or appropriate vocational school certification plus two years of work experience directly related to administrative assistant duties; or equivalent combination of education and experience to fully meet the requirements for the position.
• Education/Experience in business management and development is desired.
• Previous experience working with executives, a board of directors, American Indian population and/or a non-profits.
• Bachelor’s degree preferred, but not required.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have valid Montana State driver’s license.
• Maintains certification and licensures when applicable.

SPECIAL REQUIREMENTS

• Must meet all annual training and system requirements to maintain access to the required computer systems.
• Must participate in and support HIPPA training, as needed and required.
• Must adhere to NADC procedures regarding professional conduct and dress code.
• Ability to successfully pass a background check.
• May be required to attend evening meetings to participate in organization – sponsored events.

Competencies or Knowledge, Skills and Abilities (KSA’s):

• Written and verbal communication skills - communicating effectively for the audience's needs.
• Professionalism and trustworthiness
• Resourcefulness, ability to troubleshoot when needed.
• Customer service skills
• Reporting skills
• Supply management
• Scheduling
• Computer software skills including Microsoft Office
• The ability to type from written material and read from a PC monitor is required.
• Organization skills
• Time management skills
• Presentation skills
• Office equipment maintenance
• Travel logistics
• Dependability and confidentiality
• Demonstrate ability to carry out all duties in a timely and efficient manner with minimal supervision.
• Demonstrates ability to develop constructive and cooperative working relationships with others and maintain them over time. Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Physical Demands & Working Conditions:

• Work is primarily in an office environment.
• Incumbent must move, stand, bend, or kneel on an intermittent basis.
• Frequently sit, with continuous full use of hands, repetitive movement, keyboarding, and clear vision, as well as speak and hear normal conversation.
• Requires high attention to detail with frequent deadlines, and internal and external social interaction.
• Intermittent, moderate physical effort, moving or carrying 5 to 25 pounds.
• Incumbent is exposed to on-street driving and moving vehicles with an overnight stay away from home.
• Work hours are generally Monday through Friday, 8AM to 5PM, and will include early morning and/or evening meetings and events as needed.
• Remote work is not available for this position.