Position Title: Executive Assistant/ Scheduler
FLSA Status: Exempt
Preferred Hiring Rate: 64,480
Full Range:$64,480 to $74,624
Pay rates are calculated based on experience, skills, and internal equity.
Position Summary
This position will provide executive level administrative support and manage projects for the CEO, along with functioning as a liaison with Linc’s Board of Directors. The Executive Assistant/ Scheduler will manage timely executive department workflow regarding information, documents, data, and schedules. Handles information requests and performs functions such as preparing correspondence and materials for organization functions and meetings. Enhances the CEO’s effectiveness by providing information management support and representing the CEO to others when requested.
Essential Functions
Scheduling:
- Manage and own the extremely active calendar of appointments.
- Serve as primary scheduler for all meetings, internal and external, that the CEO is involved in, and provide regular, up-to-the-minute information and reminders about schedule with all relevant details via text, phone call, and in-person reminders.
- Ensure meetings and appointments begin and end on time, and all materials including driving directions and other details are provided to the Executive.
- Be aware of and communicate purpose of meetings, materials to be prepared, and changes in schedule to internal staff and external stakeholders in a timely manner.
Correspondence and Projects:
- Draft and edit correspondence and other communications; edit presentations.
- Conduct basic research and analysis for the CEO.
- Sort mail and reading material.
- Prioritize signing of documents and checks.
- Keep/obtain receipts for CEO and complete monthly expense reports.
- Make food and beverage arrangements for important guests/meetings.
- Organize and maintain the executive’s office which includes paper filing and electronic filing.
- Handle initial inquiries regarding speaking engagements.
- Maintain and distribute when necessary all communication materials needed (Annual Reports, Newsletters, brochures, etc.)
- Collect items for internal Management Meeting agendas, coordinate resolutions as needed for on-going business with department heads.
Board Relations:
- Partner with Board Relations Administrator in formulating agendas for approval and coordinate distribution of all meeting materials, timely and proper preparation and delivery of agenda and presentation materials for Board meetings.
- Keep binders updated for Board/Committee memberships.
- Take minutes at Board and Board Committee Meetings. Prepare minutes for appropriate members.
- Assist in maintaining historical records of Board appointments, terms of office and motions, and maintaining permanent record of official minutes and other proceedings of the Board.
- Manage resolutions and other documents requiring board secretary and board chair signatures.
- Scheduling Board Meetings, and Committee Meetings as needed.
Confidentiality and Professionalism:
- Ensure that all information communicated by the Executive team is held at the highest level of confidentiality.
- Maintain a professional and pleasant demeanor that represents the inclusive, welcoming, and respectful tone of the CEO and the company, especially in challenging situations, to ensure a high-level of dignity for everyone is always modeled and displayed.
- Collaborates with others to achieve common goals. Listens, works to resolve conflicts, supports, and upholds team decisions.
Knowledge, Skills & Abilities
- Excellent writing, grammar, and verbal skills.
- Strong diplomatic acumen.
- Ability to work in a team environment.
- Possess high level of attention to detail and follow through.
- Superior organizational skills.
- Good analytical skills for problem solving.
- Ability to prioritize and organize tasks and information quickly and efficiently, as well as being able to multi-task.
- Exhibits excellent dependability and ability to maintain confidentiality.
- Program planning and implementation.
- Foresight to anticipate next steps and initiative to take the lead to keep projects moving.
- Accounting, budgeting, supplies, equipment, inventory control and cost control procedures
- Fluent in Microsoft, Word, Excel, and PowerPoint
Education And Experience
A combination of education and related experience may substitute for education requirements.
- BS/BA/AA Degree or equivalent education and experience.
- Minimum of five years’ experience working in a fast-paced office environment.
- Experience working in non-profits and/or board-related organization.
- Ideal candidate will have experience working in real estate development or affordable housing.
Physical Demands/Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is performed primarily in an office environment under pressure and requires the ability to quickly adjust to changing priorities and demands.
- While performing the duties of the job, the employee is frequently required to sit and use the keyboard.
- Travel by various modes of private and commercial transportation within the region may be required.
- May be required to lift up to 10 pounds.
The statements contained in this position description reflect general details as necessary to describe the primary functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
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