Executive Administrative Assistant

REMOTE; CANDIDATES MUST LIVE WITHIN 1 HOUR OF THE FOLLOWING LOCATIONS:

• FISHERS, IN
• CAMP HILL, PA
• CHESTERFIELD, MO
• COLUMBIA, MO

 

JOB DESCRIPTION:

We are seeking a highly organized and detail-oriented Executive Administrative Assistant to support the Chief Risk Management & Strategic Transformation Officer. This position is responsible for managing calendars, coordinating travel and board meetings, preparing confidential documents, and providing administrative and project management support to senior leadership. The ideal candidate will have excellent communication skills, experience handling sensitive information and a proactive approach to scheduling, reporting, and logistics. This role involves frequent interaction with Board Members, Directors, and other senior staff, and requires strong multi-tasking abilities in a fast-paced environment. 

 

Essential Job Functions:

1. Clerical - Compose and prepare confidential correspondence, reports, and other complex documents. Create and maintain database and spreadsheet files. Prepare invoices, reports, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software. File and retrieve Authority’s documents, records, and reports. Order supplies, maintain records management systems, and perform basic bookkeeping work.
2. Scheduling/Planning - Manage the Officer’s calendar and independently schedule appointments. Arrange programs, events, or conferences by arranging facilities and catering. Issue information or invitations, coordinate speakers, and control event budget. Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings.
3. Documents/Reports – Assist with the preparation of records such as agendas, notices, minutes, and resolutions for board meetings. Assist in the development and production of weekly/monthly/yearly reports and board quarterly reports. Read and analyze incoming documents, submissions, and reports in order to determine their significance and plan their distribution.
4. Board Meeting Coordinator - Serves as facilitator to Senior Management and members of the Authority’s Board. Build and maintain professional relationships with Board Members. Coordinates and facilitates meetings and logistics of the Board Members. Issues public notice of all official activities and meetings in accordance with Board policy and the state open meetings law. Attend and take minutes of meetings. Assembles, prepares and distributes agendas, minutes and supplemental materials. Prepares comprehensive official minutes and maintains official records of the minutes and other Board-related materials. Schedules and organizes meetings of the Board and Board Committees, including planning for the annual Board retreat. Schedules appropriate meeting rooms and makes any other necessary arrangements, including booking hotel rooms, catering meetings, and setting up audiovisual and telecommunications equipment.
5. Travel Coordinator - Arranges and coordinates travel schedules and reservations for the department.  Coordinates all appropriate ticketing, making and confirming lodging and airline reservations. Ensure that all travel-related functions prior to travel and after completion of travel, including preparation and submission of expense reports, are accomplished efficiently and effectively.
6. Confidentiality - Deals discreetly with highly sensitive, confidential information, documents and files including legal and financial information, staff performance and disciplinary matters, information contained in meeting minutes, and other documents concerning MOHELA’s affairs. Reviews, sorts and files a variety of confidential material. Maintains files both in hard copy and electronic format, ensuring that information is filed accurately, is easily accessible to General Counsel and appropriate personnel and that confidential information is maintained in a secure environment.

 

JOB DETAILS:

• Work Type: Work performed in this role is remote; however, to gain the Federal Security Clearance required and obtain the PIV-I Card and computer equipment, applicants must live within 1 hour of Fishers, IN; Chesterfield, MO; Columbia, MO; or Camp Hill, PA.

• Schedule: This is an exempt level position with a gene