Executive Assistant

Description

Executive Assistant

Essential Job Functions

$30.00 - $40.00 per hour

Executive Support

• Completes a broad variety of administrative tasks for the Chief Compliance Officer (CCO), including managing an extremely active calendar, completing expense reports, composing and preparing correspondence that may be confidential, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Communicates with Board Members, community partners and others as needed.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the CCO those of a sensitive and confidential nature. May determine appropriate course of action, referral or response.
• Provides a bridge for smooth communication between the CCO and others, demonstrating leadership to maintain credibility, trust and support with others.
• Works closely and effectively with the CCO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer” having a sense for the issues taking place in the environment and keeping the CCO updated.
• Responsible for formatting, editing and proofing documents and the production of presentation material when needed.
• Assist with general research for the organization, such as literature reviews, benchmarking, data collection and products and service analysis.
• Manages a variety of special projects for the CCO.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CCO’s abilities to effectively lead the organization.

Board Support and Liaison

• Maintains discretion and confidentiality in relationships with Board Members.
• Serves the Board of Directors to include preparing the Agenda and documenting the minutes for each monthly or special board meetings.
• Provides BOD President information to serve the Board of Directors with all necessary administrative requirements.
• Confidentiality is required on all BOD agendas and minutes.
• Transcribes, formats, inputs information, edits, proofreads, retrieves, copies, scans and transmits text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Represents the executive by speaking for the executive and making simple decisions.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Makes reservations for, including making payments, if necessary, any staff member that needs to attend a seminar, conference, etc. For those that are out of the San Diego area, also makes transportation and hotel reservations.
• Opens and distributes incoming mail.  
• Prepares reports by collecting and analyzing information.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related results as needed.

Other Duties

• Screen telephone calls with tact, diplomacy and good judgment. Assess caller needs and refer caller to correct source of information as required.
• Handle assigned special projects in a wide variety of areas, including coordination of special events and creating/modifying presentation materials as required.
• Prepare data analysis as needed; develop presentation materials using graphic and spreadsheet software. Develop internal forms as needed. Track and maintain internal form revisions as required.

Qualifications Demonstrated experience providing professional support to C-Suite executives. Must be highly skilled in effective internal and external communications with superior experience in written, oral and interpersonal communication skills. Strong ability to build effective relationships with stakeholders, including staff, Board Members and external partners. Polished and professional demeanor with a proactive, positive and energetic personality. Demonstrated proactive approach to problem solving with st