JOB SUMMARY

Administers the day-to-day office operations of the EVP/Chief Officer. Provides administrative support and performs complex tasks as assigned.

WHAT IS EXPECTED (ESSENTIAL FUNCTIONS)

Provides independent administrative support of the day-to-day activities of the EVP/Chief Officer to maximize executive productivity and ensure department efficiency

Effectively manages the EVP/Chief Officer's calendar, acting independently to routinely schedule appointments and arrange any necessary travel itineraries

Promptly and courteously answers and screens phone calls, responding independently when possible or routing calls as appropriate

Promptly sorts, opens and distributes mail daily, and effectively composes responses to routine correspondence as appropriate

In the absence of management, exercises initiative and judgment in responding to customer problems or complaints (both internal and external) promptly, courteously and in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department and follows-up to ensure problem resolution

Provides logistical support to programs, events or conferences to ensure successful outcomes

Coordinates schedules to arrange meetings and other events, notifies all participants in a timely manner and follows-up to verify attendance

Attends a variety of meetings and takes detailed, confidential minutes, accurately transcribes minutes and distributes in a timely manner

Coordinates all necessary arrangements to ensure the seamless progress of the event

Ensures any required materials are prepared on time and as requested

Communicates clearly and in a timely manner with all relevant parties

Performs complex tasks and provides secretarial/administrative support to facilitate effective operations
 
Takes and transcribes dictation and prepares confidential correspondence, reports and other complex documents accurately and in a timely manner

Accurately compiles and completes reports, statistical data, charts, graphs and tables; reviews and analyzes reports to determine appropriate action or refers to management for review

Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures

Ensures supply levels are maintained and orders are placed accordingly

Performs other position appropriate duties as required in a competent, professional and courteous manner

KNOWLEDGE, SKILLS AND ABILITIES 

Associate's degree preferred

Proficient in utilizing Microsoft Office (Word, Excel, PowerPoint, and Outlook)

Strong communication, organizational and multi-tasking skills required