Executive Team Administrative Assistant/Receptionist

PURPOSE/GOALS

Assists and relieves the CEO and members of the Executive Team with administrative functions in order to increase the time an executive has available for executive level responsibilities.

Takes care of a wide variety of complex situations and conflicts involving the clerical and administrative function of the office that often cannot be brought to the attention of the executives.

Composes correspondence requiring knowledge of executive's views, philosophy, and some understanding of technical matters; may sign for executive when technical or policy content has been authorized.

RESPONSIBILITIES

• Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes complex and/or confidential; arranging complex and detailed travel plans, itineraries, and agendas within budget; and compiling documents for travel-related meetings.

• Plan, coordinate and ensure the CEO's schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the CEO's time and office.

• Communicate directly, and on behalf of the CEO, with Board and Supervisory Committee Members, Leadership Team, Management Team, and others, on matters related to CEO's initiatives.

• Research, prioritize and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.

• Provide a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with Senior Leadership.

• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the CEO, some of which may have an organizational impact.

• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails, and other tasks that facilitate the CEO's ability to effectively lead the company.

• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

• Coordinate, schedule, and prepare meeting room spaces for meetings and events.

• Manage catering arrangements, including ordering, setup, and breakdown of food and beverage services for meetings.

• Greet and welcome visitors in a professional and friendly manner.

• Manage and maintain inventory of office supplies, snacks and beverages and stocking and replenishing as needed.

• Receive and distribute mail daily. Pack and ship outgoing product sales daily.

• Board Support and Liaison

o Serve as the CEOs administrative liaison to SkillPath Board of Directors.

o Coordinate quarterly and special Board Meetings, including meeting space, agenda, material, and food needs.

o Assemble quarterly board packet materials.

o Attend Board Member meetings and take Board meeting minutes.

o Maintain discretion and confidentiality in relationships with all Board Members.

o Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

• Leadership Team Liaison

o Participate as a member of the Leadership Team including assisting in scheduling meetings and attending all relevant meetings.

o Facilitate travel and networking outreach plans for Leadership Team as needed.

o Work with the Strategic Initiatives team in coordinating the CEOs activities.

o Assist members of the Executive Team with administrative support as needed as long as CEO takes priority.

Education

• Bachelor’s degree from an accredited college or university in a related. field.

Experience

• Minimum of five years of administrative experience supporting C-Level Executives.

Skills/Abilities

• Critical thinking

• Organized and detail oriented

• Time management master

• Event planning

• Strong internal and external communication skills

• Strong relationship building skills

• Strong networking skills

• Strong written and verbal communication skills

• Ability to deal with office politics

• Confidentiality

• Informed judgment

• Technologically savvy

§ Coordinating video and audio conference calls

§ Creating and maintaining databases

§ Microsoft Excel

§ Microsoft PowerPoint

§ Microsoft Outlook

• Administrative skills

• Accounting and bookkeeping

• Admin support

• Appointments

• Calendar management

• Designing and maintaining filing systems

• Organizing meetings

• Knowledge of Salesforce is a plus

• Microsoft Office Suite

• Research skills

• Works well under pressure

• Self-directed

• Dependable

• Collaborative

• Travel is required

§ Travel as needed to complete tasks and purchases in connection with events and leadership support. Must maintain a valid driver’s license and insurance necessary to operate a vehicle (or have other independent means of frequent transport).

Physical Requirements

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and to communicate. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus

Work Environment

This role works in a hybrid work arrangement.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Our commitment to an inclusive workplace

SkillPath is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodations are available for applicants with disabilities.