Executive Assistant
Summary
The Executive Assistant (EA) assists the Chief Executive Officer (CEO) with the daily operations of the Executive Office. This position serves as the Board Secretary for the MERS Retirement Board coordinating the preparation of information to be presented at Board meetings. The EA serves as records coordinator for the department using Open Text. This position performs a range of advanced administrative skills including correspondence, schedule coordination, budgeting, and travel arrangements, meeting planning, materials preparation, filing, mail distribution and functions as determined.
Essential Duties and Responsibilities include the following:
- Provide administrative support for the CEO and Executive Team members (Internal Auditor and Human Resources).
- Respond to complex correspondence independently when possible. Composes and prepares written correspondence for the CEO
- Coordinate the CEO's schedule with board members, employers, vendors, internal staff, stakeholders and outside contacts. Includes complete scheduling responsibility, task management and meeting reminders
- EA communicates with board members to schedule meetings, conference calls and conferences
- Preparation and distribution of board meeting materials
- Handle sensitive and confidential information with discretion
- Coordinate room reservations, room set up, audio/video needs and food/ beverage for meetings
- Board Secretary: responsible for recording, transcribing and maintaining official minutes
- Monitor MERS of Michigan website/board section for accurate information
- Manage and update information and reports on the MERS Board SharePoint website
- Handle site selection and contract negotiation for yearly Board and Officer Retreat
- Travel Coordinator for MERS. Provide training to new assistants for flights, hotel and car rentals
- Coordinate travel for the CEO, board members and executive staff: arrange flights, hotel reservations, conference registrations, car rentals, prepare travel itineraries and other travel-related activities
- Maintain Outreach Conference and Key Stakeholders database
- Maintain file of MERS final contracts in SharePoint
- Forecast, monitor and maintain executive budget
- Draft, edit, and reproduce documents, correspondence and agendas
- File CEO's Lobby Registration Financial Report
- Active participation in Project Management tasks as assigned
- Active participation in Records Management Committee
- Serves as records coordinator using Open Text
- Process monthly Commerce Bank purchase card and expense report for the CEO and EA
- Order subscriptions and publications for the executive office and board members
- Order supplies, maintain filing system, and process mail
- Provides the Executive department office coordination and oversees the day-to-day office operations
Major duties and responsibilities are listed above. This list indicates the kinds of work the person does, but in no way limits or modifies a supervisor's right to change jobs or assign additional or different work to employees.
Education and/or Experience
- An associate's degree in general business from an accredited college or university or equivalent combination of education and experience
- Prior job experience reporting to high level management
- Experience with development of an executive operating budget
- Minimum of five-seven years of experience in an office environment and supervisory capacity.
- Excellent organizational, communication and interpersonal skills
- Experience with Microsoft products and Open Text
Qualifications
- Knowledge of office practices and procedures
- Knowledge of general management methods and techniques and their practical application
- Ability to gather, organize, analyze, and evaluate facts and figures
- Ability to make oral and written reports clearly, concisely, and effectively
- Ability to establish and maintain effective and harmonious working relationships with employees and outside vendors.
- Knowledge of travel practices and procedures
- Strong computer, organizational, and communication skills are required
- Proficiency in a variety of computer applications including the ability to navigate and utilize social media
- Exhibit high standards, excellent judgment, and an ability to take initiative, work independently, and prioritize daily tasks
- Attention to detail and the ability to multitask in a fast paced environment are critical
Physical Demands
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
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.
- Location: All work of this position will be performed on site at MERS main office.
- Weather: While performing the duties of this job, the employee is not exposed to weather conditions.
Noise: The noise level in the work environment is usually moderate.
See job description