Job Summary:
Provides administrative support to the Board of Directors.
Typical Duties and Responsibilities:
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Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
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Exercises considerable judgment and discretion in handling requests for appointments and telephone calls.
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Organizes meetings, including scheduling, sending reminders, organizing catering when necessary, and preparing agendas and other meeting materials.
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Manages calendars, including making appointments and prioritizing the most sensitive matters.
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Reviews and responds to daily internal/external mail.
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Prepares and distributes professional correspondence and memoranda, E-mails, using individual initiative and as assigned.
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Proactively establishes and maintains highly organized documentation or recordkeeping system; organizes correspondence and other records.
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Prepares travel arrangements when needed.
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Meets and greets visitors in a courteous and professional manner.
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Completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
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Coordinates meetings, including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
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Attends meetings and other functions as needed; takes accurate minutes of meetings.
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Prepares work agreements and proposals and maintains appropriate records and files.
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Assists with special projects as assigned.
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Demonstrates a high level of professionalism in dealing with confidential and sensitive information; handles sensitive information in a confidential manner.
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Performs general administrative duties as needed.
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Assists in the preparation of regularly scheduled reports; generates reports as needed.
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Researches and creates presentations.
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Maintains and updates various MS Excel spreadsheets and Word documents.
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Coordinates office procedures.
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Performs other related duties as assigned by management.
Knowledge, skills, and abilities:
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Excellent verbal and written communication skills, including strong business writing skills.
- Ability to work with and communicate with all levels of the firm.
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Proficiency with Microsoft Office Suite.
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Professional appearance and demeanor.
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Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
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Acute attention to detail.
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Commitment to excellence and high standards.
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Ability to work on complex projects with general direction and minimal guidance.
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Good judgement with the ability to make timely and sound decisions.
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Creative, flexible, and innovative team player.
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Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
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Ability to work independently and as a member of various teams and committees.
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Demonstrated ability to plan and organize projects.
Work Environment:
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This job operates in a professional office environment. This role routinely uses standard office equipment.
Education, certification, and experience:
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Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
Physical Requirements:
The physical demand described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This is largely a sedentary role. While performing the duties of this job, the employee is regularly required to communicate both orally and in writing.
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Occasionally required to move about the office to operate office productivity machinery.
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May require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
- Prolonged periods sitting at a desk and working on a computer.
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May be required to lift and/or move up to 15 pounds.
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands and may change at any time with or without notice.