Posted on Feb 12, 2020 by Greater Cleveland Partnership
The Executive Assistant performs a variety of administrative duties in support of the General Counsel/Senior Vice President (SVP), Talent and Executive Vice President (EVP), Finance & Operations. This individual has a specific focus on organization, attention to detail, and effective follow-through to ensure the appropriate processes and procedures are in place to promote increased productivity, achievement of business objectives and efficient day-to-day operations.
- Develop and implement a system for management of the workflows of the Senior Staff members this position supports.
- Manages the office services for the General Counsel/SVP, Talent and EVP, Finance & Operations, including filing, coordinating accounts with Accounting Department, preparing and mailing check requests, mileage and credit card expense accounts, receive and screen incoming telephone messages, provide information and route inquiries appropriately; sort mail.
- Prepare General Counsel/SVP, Talent and EVP, Finance & Operations for all internal/external meetings by providing any background information or research, materials, participant information, location directions and other pertinent meeting details.
- Direct all primary office support for assigned GCP Senior Staff Members up to and including filing, reception and screening of telephone calls and messages, and mail distribution.
- Schedule onsite and off-site meetings with internal and external constituencies and arrange suitable logistics and hospitality necessary to ensure meeting success.
- Manage all travel arrangements for assigned Senior Staff including flights, hotel, reservations and schedules.
- Manage the schedules of the SVP, Talent and EVP, Finance & Operations, acting as gatekeeper, maintaining appointment schedules, scheduling follow-up meetings as needed, and maintaining communication with external contacts as directed.
- Perform complex and confidential administrative duties.
- Provide support including, but not limited to, document preparation, scheduling, and planning, for all matters pertaining to the Cleveland Development Advisors (CDA) Board and all CDA Committees, and the GCP Board and committees, when necessary
- Manage relationships with CDA Board members' assistants.
- Organize meeting arrangements, including location, food, invitations, attendance rosters, set-ups, etc. Assists onsite to ensure a positive meeting experience.
- Prepare and edit memos, correspondence, reports, minutes, presentations, etc. Composition of correspondence is required.
- Manage special projects and initiatives as assigned.
- Provide for the training and coordination of the work of any temporary or permanent Talent or CDA administrative personnel (including interns)
- Work in conjunction with other executive assistants (and the facilities manager, as appropriate) to jointly manage the refreshment center and reach consensus on needs.
- Maintain thorough knowledge of GCP's practices, policies, and organization, and use considerable judgment and independent action.
- Other job-related duties as assigned.
MINIMUM EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- High School diploma required. Associates or Bachelor's degree preferred.
- Must possess a minimum of 5 years working as an executive assistant in a fast-paced, multifaceted organization.
- Ability to maintain strict confidentiality.
- Strong knowledge of standard office practices and procedures.
- Strong interpersonal and customer service skills.
- Excellent verbal and written communication skills, as well as strong grammar and proofreading skills.
- Ability to handle multiple projects on deadline and to anticipate problems and needs.
- Proficient in Microsoft Office Package (Word, Excel, Access, and PowerPoint) and Microsoft Outlook; mail merge practice is essential.
- Self-starter, independent worker with an ability to see projects through to completion without supervision.
- Detail-oriented with an emphasis on strong organizational skills.
- Proactive problem-solver able to work in a fast-paced environment with competing demands.
- Work well independently while being part of a larger team.
- GCP and CDA in a professional manner at all times.
- Strong math and accounting skills with ability to use spreadsheet programs.
- Tact, discretion and patience are important; must be comfortable with a high degree of interaction with business and nonprofit executives. Must be able to handle pressure.
- Experience with a membership organization.
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