Executive Assistant

Description: Department: Administrative Reports to: President/CEO Supervises: None Grade: 5/6 Summary: This position provides administrative support to Executive team members.
Essential Job Functions: Perform administrative duties for Executive team members including managing extremely active calendars, completing expense reports, processing incoming and outgoing mail, taking messages and coordinating schedules.
Act as gatekeeper to ensure schedules are followed and respected.
Assist Executives with all scheduling needs including meetings, virtual and technology needs.
Communicate directly and on behalf of the Executives with Board members, staff, and others.
Prepare correspondence for the Executives that is sometimes confidential, including memoranda or letters to the staff, customers, shareholders, directors, etc.
Meeting coordination, meeting logistics, and assistance in preparing agendas and distributing materials in advance of meetings when necessary.
Prepare and send the bi-weekly Take Five electronic employee newsletter.
Prepare or create reports as directed.
Prepare Board portal for meetings as directed.
Maintain Board calendar to ensure all needed participants are appropriately invited/scheduled.
Maintain strict confidentiality to all sensitive information.
Obtain daily mail from the post office, as well as other personal responsibilities for all Executive team members.
Assist in planning and coordination of special events such as shareholders meetings and annual bishops meeting.
These items will be done in coordination with the Marketing Department.
Perform other related duties as assigned.
Physical Demands and Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential job functions of this position, the employee is regularly required to sit, stand, talk, hear, walk, use hands and fingers, handle or feel objects, and reach with hands and arms.
This position requires regular use of a computer.
The employee must be able to travel between branch locations on a regular basis.
The noise level in the work environment is usually light to moderate.
Requirements: Job Requirements: High school diploma plus post secondary education or relevant work experience Experience supporting C level executives.
Ability to work in a highly sensitive environment, dealing with confidential matters, deadlines, and schedule coordination.
Organizational and planning skills Excellent verbal and written communication skills.
Attention to detail and accuracy.
Superior interpersonal skills.
Experienced in the use of Microsoft Office (emphasis on Excel) and Outlook.
Customer Service skills, both phone and face to face.