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Title

Executive Assistant to VP of IT 

Category Administration  
Description

Job Summary:

This position provides high-level administrative support to the VP of IT Security Compliance and Technology, with an appropriate level of professionalism and attention to detail. In addition, the position is responsible for conducting research, preparing presentations, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This position requires communication and collaboration with other executive offices in the organization.

Duties/Responsibilities:

1. Provides reactive support to the VP of IT Security Coompliance and Technology, as needed.

2. Prepares the VP of IT Security Compliance and Technology’s office daily to include unlocking the office, printing daily schedule, and straightening the desk and work spaces.

3. Answers incoming calls on behalf of the VP of IT Security Compliance and Technology, takes messages and/or routes calls as appropriate, as needed.

4. Maintains the schedules for the VP of IT Security Compliance and Technology.

5. Processes all travel and expense reports in a timely and efficient manner on behalf of the VP of IT Security and Technology.

6. Reconciles monthly credit card statements for the VP of IT Security Compliance and Technology.

7. Opens and processes incoming mail for VP of IT Security Compliance and Technology; collects, organizes, routes and distributes incoming mail or other materials for executive department staff.

8. Maintains filing systems on behalf of the VP of IT Security Compliance and Technology.

9. Processes check requests, wires transfers, and other internal requisitions using appropriate forms.

10. Assists travel coordinator with travel preparations for the VP of IT Security Compliance and Technology, including, and not limited to: creating travel folders, completing the arrivals/departures form and room assignment sheet, preparing maps, finding lounge locations, researching for restaurants, collecting speaker/presenter biographies, and compiling a “Day-byDay” travel itinerary.

11. Assists with board meeting preparations including setup/dismantle of boardroom, errands, board reports, and other duties as assigned.

12. Organizes meeting and events, virtual or otherwise, and assists in planning and preparing agendas and meeting notes, as requested.

13. Conducts research and prepares departmental Policies and Procedures documentation.

14. Conducts Internet research, updates spreadsheets, and creates documents and visual presentations using a variety of applications.

15. Other duties as assigned.

Supervisory Responsibilities (if applicable):

· None.

 
Position Requirements

Required Skills/Abilities:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Ability to plan, organize, and prioritize work.
  • Ability to function well in a high-paced and at times stressful environment.
  • Proficient with Microsoft Office Suite or related software.
  • Ability to work remotely if necessary.
  • Ability to work Saturdays when required.

Competencies:

  • Mathematical – Ability to?add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.?
  • Customer Focus – Genuinely cares whether the customers are satisfied and truly wants to create the best possible experience for them.
  • Communication – Must be able to listen to others, process information, and communicate effectively.
  • Adaptability – Ability to adjust to circumstances and think creatively.
  • Task Management – Involves working efficiently and competently.
  • Detail Oriented – Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved.
  • Critical Thinking – Ability to see an issue and use objective analysis and evaluation in order to form a judgment.

Education and Experience:

  • 5 years’ related experience and/or training preferred.
  • Associate degree from two-year college or technical school required.
  • Bachelor’s degree preferred.
  • Equivalent combination of education and experience will be considered.
  • Demonstrated ability to be pleasant with others on the job and to display a good-natured, cooperative attitude.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually quiet.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
  • May need to be able to work from home for an extended period of time.
 
Full-Time/Part-Time Full-Time  
Shift Days  
Position Executive Assistant to VP of IT  
Close Date  
Exempt/Non-Exempt Non-Exempt  
Req Number ADM-20-00006  
Open Date 9/18/2020  
Location National Board for Certified Counselors  
About the Organization
 
EOE Statement NBCC and Affiliates is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.  

This position is currently accepting applications.

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