Executive Assistant To The Ceo

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What we do:

The Village was one of the first agencies in the country to provide homes for neglected children. Today, we continue to achieve our mission “to build a community of strong, healthy families who protect and nurture children” by providing a full range of behavioral health, early childhood and youth development, substance use treatment and support services for children, adults and families in the Greater Hartford, Connecticut region.

Your contribution to the mission:

Starting rate of pay $39.90 per hour ($83,000 annually) commensurate with experience

JOB SUMMARY

The Executive Assistant (EA) to the President and CEO, provides professional support functions and manages administrative projects. The EA is the initial point person for the President’s Office and is responsible for maintaining strict confidentiality and professionalism.

The EA represents the Executive Office on behalf of the President/CEO in key internal agency groups, committees, task forces and external activities as designated by the President/CEO in order to provide key information and feedback to ensure that needs of the President’s Office are met and are in alignment with the agency mission.

The EA fulfills key corporate responsibilities which include: being secretary Pro Tempore to the Board of Directors, its committees and task forces, maintain corporate records and managing Board/management communications, confidential documents, and corporation papers. The EA acts as resource to members of the Board and provides them with key corporate information.

KEY RESPONSIBILITIES

• Processes monthly credit card statement with appropriate receipts and documentation.
• Effectively diffuses difficult or confrontation situations, in-person, writing or via phone.
• Attends meetings as assigned and take minutes, when appropriate.
• Organizes information or materials for others.
• Initial contact for visitors, clients, customers, and vendors in the President’s Office.
• Maintains a breadth of knowledge of organization policies and procedures.
• Assists with key projects and other duties and responsibilities as assigned by management.
• Creates written correspondence, as assigned.
• Answers questions from staff and Board members when appropriate or directs such questions to the appropriate person.
• Files monthly state ethics report for lobbying activities.
• Supports the President & CEO’s office with a variety of tasks to keep the management team running smoothly. This will include, but is not limited to answering phone calls and taking/relaying messages, greeting visitors, scheduling meetings, coordinating travel/conference arrangements, opening, sorting and distributing mail and faxes, preparing invoice coding sheets for payment and maintaining an effective filing system for agency and board documents.
• Purchases office equipment and supplies to ensure office functionality.

BOARD OF DIRECTORS RESPONSIBILITIES

• Coordinates the annual meeting of the Corporation and ensures all corporate documents are in order.
• Prepares corporate resolutions for signature by Secretary of the Corporation and approval by the full Board.
• Manages all Board Member communications.
• Analyzes minutes and monitor follow-up for key recommendations and next action steps.
• Maintains all Board and Board Committee documents for inspection by key licensure agencies, i.e., Department of Children and Families and Department of Social Services.
• Schedules all Board and Committee meetings and prepares meeting handouts. Maintains meeting calendar.
• Prepares, develops and revises key Board and Corporate documents, including By-laws, Certificate of Incorporation and Secretary’s Certificate.
• Takes minutes at Board and Committee meetings.
• Prepares annual report on Board composition and tenure.

Experience and Skills:

EDUCATION/LICENSE

• Bachelor’s degree in related field preferred; Associate’s Degree required.
• Notary Public license required; or become Notary Public licensed within 3 months of employment.

EXPERIENCE

• Demonstrated professional level verbal and written communication skills.
• Excellent interpersonal, organizational, and time management skills.
• Proven experience as an executive assistant or other relevant administrative support experience.
• Demonstrated strong attention to detail.
• In-depth understanding of MS Office Suite and proficient with word processing and spreadsheet applications.
• A minimum of five years demonstrated responsibility in an administrative/corporate environment preferred.
• Ability to organize daily workload by priorities.
• Experience with database management.
• Applies knowledge to solve a range of issues/problems.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Effectively applies due diligence and sound judgement in all matters of business.
• Proactive in identifying needs and taking action without being asked to do so.

From: The Village For Families & Children