Executive Assistant to President

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Wordsmyth
 Virtual
Posted: June 17 2016
Company Location: Chicago, IL
Application Deadline: Available Year-round
Position: Part-time, Unpaid

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Description

The Executive Assistant to the President provides services essential to the mission of the organization and the day-to-day-operation of the Executive Office. This individual also provides support to the organization's Executive Team and other special committees and task forces as determined by the President and supports the activities of the Office of the President in maintaining good relations with partners, colleagues and other organizational contacts made in the normal course of conducting work.

Responsibilities

Manages the day-to-day administrative affairs of the President's office. Schedules all appointments
and other commitments. Provides the President with background information and/or supporting
documents in preparation for scheduled appointments, meetings, speaking engagements, conferences,
interviews, etc.

Maintains an efficient flow of information between all levels of the President's internal and external
contacts on a wide spectrum of the organization's plans and priorities.

Screens incoming leads for the President, determining nature of call and whether or not it requires the
attention of the President. Whenever possible responds directly based on knowledge of the
President's preferences, office functions, policy, priorities, availability, etc.

Processes all incoming correspondence received in the office of the President prioritizing and
determining its disposition. Directs mail to appropriate internal staff with instructions and/or
suggestions for preparation of a reply. Drafts responses for the President's signature based on
knowledge of her activities, interests, priorities, issues, etc.

Reviews, proofreads, and formats all correspondence prepared for the President's signature to ensure
accuracy and completeness, etc. as well as consistency with organizational policy. Follows up with
staff to ensure deadlines are met. Reviews other prepared documents requiring the President's
signature, such as purchase orders, leave requests, expense reports, contracts, etc.

Makes and reviews all travel arrangements for the President; prepares the itinerary, confirms lodging
and transportation, and processes travel reconciliation.

Prepares and distributes relevant materials to Board members in advance of the Board of Directors’
meetings. Takes minutes at Board meetings and provides support to Board committees as needed.

Manages recruitment and appointment process of professional volunteers serving on commissions or
councils.

Coordinates ongoing maintenance of office property and oversees repairs when necessary. Submits
work orders to building maintenance staff.

Maintains files used by the Executive Office and corporate files of the organization, modifying when
necessary and applying company rules pertaining to retention and disposition.

Responds to and handles confidential and sensitive information with poise, tact, and diplomacy.

Performs other duties as assigned and directed.

Requirements

BS/BA or equivalent combination of education and/or experience required. Minimum 2 years experience
supporting an Executive Director, President/CEO, COO, or other similar senior-level executive required.

Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments,
effectively handle competing priorities, and maintain attention to detail.

Proficiency in use of Microsoft office applications including Word, Excel, and PowerPoint; ability to
learn organization’s database, content management system, and other software as needed.

Meticulous grammar, editing and writing, presentation and communication skills.

Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions
with a high degree of tact and diplomacy.

Skills

Required - Time Management, Time-efficient, Business Administration, Business Development, New Business Development, New Business Generation, Communicate Clearly, Systems Administration
Preferred - Fluent English, Fluent Spanish, Highly Ambitious, Highly self-motivated, Proactive, Tenacious Work Ethic, Great Motivator, Dependable Team Player

How To Apply

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