Exec Assistant to President/CEO (Manager)

Description

Full-Time

The Executive Assistant works closely with the President/CEO of Bayley providing critical administrative support. This key position is responsible for general administrative tasks, diversified office duties, departmental projects, and coordination of highly sensitive information in a confidential manner. Handles at the discretion of the President various activities with minimal supervision and direction.  This position also manages the front Desk positions and staff along with our Gift Shop.  This position will also be the contact for our Village Independent living residents.

• Responsible for the dissemination and coordination of sensitive information in a professional, discreet, and confidential manner. Routinely handles confidential material and ensures disclosure is restricted to approved personnel. 
• Coordinates daily administrative operations.
• Oversees the front desk staff.
• Provides executive level support to the President and serves as Corresponding Secretary to the Board and to various committees (e.g. strategic planning).
• Process budget request and reimbursements; manage / reconcile petty cash account. Prioritizing tasks to meet set deadlines; Distribution of mail, agenda preparation, phone coordination, and meeting minutes.
• Database preparation and updates, and routine maintenance of files and records.
• Coordinates events as assigned, e.g., meetings and related activities.
• Provides word processing support for a wide range of materials including legal documents, letters, reports, memos, brochures, and forms.
• Assists in the care and maintenance of departmental equipment, and manages availability of supplies.
• Coordinates and organizes multiple projects and prepares presentations as requested.
• Provides back-up support to team members.
• Manages front desk staff/positions.
• Manages Gift Shop.
• Contact person for for 80 Independent Living cottages and their residents.
• Performs other duties as requested or required.

Requirements

REQUIRED

 · College level classes in related field

· Demonstrated  self-starter requiring minimal supervision. 

· Possess the ability to work in a fast pace environment with a high degree of attention to detail and accuracy.

· Excellent verbal and written communication skills. Fluent in the English language.

· Proficient in Windows based applications Word Perfect, Microsoft Office.

· Ability to adapt to shifting responsibilities, as the needs dictate. 

· A strong team player with excellent relational skills. 

· Polished

· Supervisory and project management skills a plus!

· Exceptional Customer Service and organization skills.

PREFERRED

 · Associates degree or higher, or the equivalent education/experience

 · Executive Assistant Experience

 · Current notary public preferred

 · 5+ years as Executive Assistant

· Previous supervisory experience