CEO Executive Assistant

Chief Executive Officer (CEO) Executive Assistant

The Chief Executive Officer (CEO) Executive Assistant provides personalized administrative support related to the CEO's working life and communications. To act on behalf of the CEO as assigned in his absence.

Provides high-level administrative support to CEO and senior management staff by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

• Conserves CEO's time by reading researching, and routing correspondence; drafting letters, memorandums, contracts, Agreements, MOU's, and documents; collecting and analyzing information; and initiating telecommunications.
• Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Organize the CEO's office by filing (digital & hard copy) projects in order of priorities to CEO for immediate access as needed.
• Assist in development and implementation processes and systems to streamline activities of the CEO and the organization.
• Prepares CEO reports by collecting and analyzing information as requested.
• Assist with submittal of program reports by assuring staff awareness of report/progress deadlines in coordination with Grants Management staff and reporting to CEO and COO.
• Represents the CEO by attending meetings, events, P.R. opportunities, etc. in coordination with COO or as requested by the CEO.
  • Ensure meeting notes are accurately captured.
  • Follow up on any needed items, questions, etc.
• Prepare follow up tasks/minutes/scheduling per meeting discussions for CEO review.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors. Brief/update/follow up as required.
• Prepare talking points and represent the organization with press as needed.
• Maintain contact with all managers in coordination with COO to follow up on tasks directed by the CEO.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Serves as the main point of contact with Board of Directors, schedules board meetings, prepares reports and sends to board, takes minutes, and maintains files in proper format for use in audits.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons and travel for committee, board, and other meetings.
• Compile, transcribe, and distribute minutes of meetings.
• Prepare accurate: reports, memos, letters, presentations, and other documents, using word processing, spreadsheet, database, or presentation software.
• Assist CEO with submitting expense receipts and invoices for payment as assigned.
• Maintain, update, and enhance project databases as needed.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Maintain and update and enhance passwords as needed for contracts, grants, travel, and other software applications.
• Special projects as needed throughout the organizations within various departments.

General Administrative duties:

• Perform general office duties, such maintaining records, managing database systems, and performing basic bookkeeping work for the CEO.
• Organize, file and retrieve corporate documents, records, and reports.
• Complete projects by assigning work to the administrative assistant and following up on results.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems and record meeting discussions.
• Maintains customer confidence and protects operations by keeping information confidential.
• Handle sensitive and extensive confidential information.
• Answer inquiries regarding scheduling of conference room(s) use among staff and outside entities.
• File and organize as needed and/or other administrative related duties.

Minimum Qualifications (Experience/Education):

• Associate degree or appropriate vocational school certification plus two years of work experience directly related to administrative assistant duties; or equivalent combination of education and experience to fully meet the requirements for the position.
• Education/Experience in business management and development is desired.
• Previous experience working with executives, a board of directors, American Indian population and/or a non-profits.
• Bachelor's degree preferred, but not required.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have valid Montana State driver's license.
• Maintains certification and licensures when applicable.

SPECIAL REQUIREMENTS

• Must meet all annual training and system requirements to maintain access to the required computer systems.
• Must participate in and support HIPPA training, as needed and required.
• Must…