Job description
Job Location
POSITION SUMMARY
Performs administrative duties for members of the executive team providing primary support to the Chief Operations Officer and CED (Chief of Economic Development and External Affairs). Responsibilities include coordinating meetings, interview coordination, answering calls, managing calendars, mailings, making travel, meetings and event arrangements; preparing reports, minutes, meeting agendas and financial data; working collaboratively and providing coverage for other administrative staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
40%
Executive Administrative Support: responsible for primary support of the Chief Operating Officer and CED (Chief of Economic Development and External Affairs) with backup support for other members of the executive team.
- Coordinate meetings and calendars for the members of the Executive team
- Responsible for promptly answering a multi-line phone system and assisting callers appropriately
- Follows economic development action and news across Wake and Franklin counties, NC newspaper, newsletters, chamber
- Provide a variety of accurate and timely administrative support in running reports, mail mergers, faxing, scanning, filing (electronic/paper), correspondence, record management, intranet posting etc.
- Effectively managing room calendars and scheduling meetings.
- Prepare presentations and documents (memos, letters) to improve appearance and flow of materials in accordance with formatting, branding, and best practices.
- Tracking data and information via Excel
- Produce operational reports
- Maintains a level of reliability and stability within the executive office area, particularly during periods of leadership absence
- Researches, gathers, and/or compiles information as required by the executive leader
30%
Internal Meeting Management: ensure the timely and accurate scheduling and logistics for assigned committees and staff meetings.
- Primarily responsible for coordinating the activities all internal operations meetings.
- Sets up meeting rooms for onsite interviews and ensures team members stay on schedule
- Primary responsibility for all activities related to the Business and Operational Admin Staff Meetings and all Staff Meetings.
- Responsible for creating agendas and ensuring the timely distribution of materials prior to meetings and the accurately recording of minutes/notes and/or meeting actions/decisions and following up to ensure follow thru by assigned owner. Manage yearly calendar of meetings including sending out reminders and prompting attendance to achieve quorum.
- Order food/beverages and ensure set-up and clean up for meetings as needed.
30%
Other Project and Duties:
- Serves as back up to the Executive Coordinators/Board Liaison
- Arranges travel, accommodations, and expense tracking/reimbursement
- Prepares and distributes interview materials to candidates/recruiters
- Sets up meeting room for onsite interviews and ensures team members stay on schedule
- Acts as host and ensures candidate moves through interviews timely
- Adjusts schedule; coordinates changes as needed
100%
Perform other duties as assigned or become necessary by supervisor.
SUPERVISORY RESPONSIBILITIES
None
REQUIRED QUALIFICATIONS
- Minimum of Associates Degree or equivalent years of experience
- 3 years of Executive level administrative experience
- 1 year experience successfully scheduling and coordinating logistics of candidate interviews
- Strong computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Visio.
PREFERRED QUALIFICATIONS
- 1 year experience in health care or non-profit environment
- Policy management experience
KEY COMPENTENCIES & SKILLS
- Attention to Detail: ability to achieve thoroughness and accuracy when accomplishing a task. Working confidentially especially related to new strategic development and business ventures.
- Auditable Documentation: ability to document records and maintain version control in accordance with organizational standards
- Planning & Organization: ability to effectively plan and organize your work to achieve objectives and deadlines
- Effective Communication: ability to effectively communicate orally, written and using active listening skills with all levels of the organizations, vendors, partnering organizations, and patients.
- Flexible & Adaptable: ability to shift with changing priorities and embrace change
- Customer Focused: proactively and promptly responding to customer needs, offering as much information as needed and providing results that the customers value.
- Team Oriented: ability to work collaboratively with others to achieve common objectives
PHYSICAL DEMANDS
While performing the duties of this job, the employee must be able to sit for long periods of time, stand, walk, and occasionally lift and/or move up to 25 pounds.
The employee will work on a computer and simultaneously use the telephone and must have good hand/finger dexterity. Specific vision abilities required by this job include close vision and ability to adjust focus.
Must be able to interact with other employees in close proximity and may come into contact with patients.
WORK ENVIRONMENT
This position works in a professional work environment and will frequently use standard office equipment such as computers, phones, photocopiers, postage machine, filing cabinets, scanners, and fax machines. This position will be an open work environment allowing for easy access for employees/customers to be serviced.
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