Industries For The Blind and Visually Impaired, Inc.
Executive Administrator
Industries For The Blind and Visually Impaired, Inc., West Allis, Wisconsin, United States,
Job Details
Level
Experienced
Job Location
IB Milwaukee - Home office - West Allis, WI
Salary Range
$60,000.00 - $75,000.00 Salary/year Executive Administrator
JOB SUMMARY:
The Executive Administrator will provide high-level administrative support to the CEO and other Executive Team members. Reporting directly to the CEO, the Executive Administrator provides executive support in a one-on-one working relationship. The Executive Administrator also serves as a liaison to the Board of Directors and the senior management team; organizes and coordinates executive outreach and external relations efforts and oversees special projects.Essential Duties and Responsibilities:Participates as an adjunct member of the Executive Team and completes a broad variety of administrative tasks for the CEO and Executive Team including managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed onsite, virtual, and remote meetings that may include but is not limited to location/venues, itineraries, travel plans, catering, technology, presentations, and compiling documents in various formats.Uses discretion, confidentiality, and good judgment in handling C-Level matters.Responsible for company eventsPerforms project management functions, including, but not limited to, outlining tasks for team members, conducting cost analysis/risk assessments, research, addressing questions/ concerns, and leading the team to complete the project on time, within specifications and with accuracy and efficiency.Prepares and reports documents in support of objectives for the organization using Microsoft 365, Adobe Products, and other tools.Under the discretion of the CEO, manages special projects as needed.Plans, coordinates, and ensures the C-Suites' schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the C-Suites' time and office.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and Executive Team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.Conserves the Executives' time by reading, researching, collecting, and analyzing information as needed, in advance.Communicates directly, and on behalf of the CEO, with Board members, Leadership Team, staff, external customers, and others, on matters related to CEO's programmatic initiatives.Serves as the CEO's administrative liaison to IBVI's Board of Directors, assisting board members and maintaining discretion and confidentiality in relationships with all board members, adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including communication and agendas, research, advance distribution of materials before meetings.Records and maintains Board information and activities. Monitors, organizes, and records the minutes of board meetings and committees.Forms or leads committees or groups as needed.Performs all other duties as assigned.
Supervisor Responsibilities: N/AQualifications
Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Bachelor's degree, and 5 to 10 years of experience as an office manager, project manager or related experience required. Previous experience supporting C-Level Executives, preferably in a non-profit organization.Management experience preferred.Technologically proficient and advanced experience in Microsoft 365, Adobe Acrobat, online programs like Canva, SurveyPlanet, and MailChimp. Knowledge of Social Media web platforms helpful.Exceptional project management capabilities.Demonstrated ability to achieve high performance goals; proven ability to meet deadlines.Creative, demonstrated proactive approaches to problem-solving with strong decision-making capabilityFlexible hours as dictated by the needs of business for projects and meetings.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseVery strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partnersProven ability to work independently on projects, from conception to completionExpert level written and verbal communication skillsProven ability to work under pressure at times to handle a wide variety of activitiesHighly resourceful team-player, with the ability to lead as well as be extremely effective independentlyMust have initiative and be a forward-looking thinker, who actively seeks opportunities and proposes solutions
Physical Demands:
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.Long periods of sitting or standingAble to lift at least 15-20 pounds
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Must be able to travel in and out of stateLight to moderate noise levels
Moderate to low light levelsAll job offers from IBVI are contingent on candidate's ability to pass a drug screen and background check.IBVI is committed to maximizing employment opportunities for the blind and visually impaired. Blind and visually impaired individuals will be given hiring priority. We are required to fill certain positions with legally blind individuals.
Full Time Non-Union Compensation and Benefits:
Vacation time, discretionary bonus, health insurance, dental, FSA, life and disability insurance and a 403B retirement plan with a generous company match.
IBVI is a leading manufacturer, supplier and distributor of industrial office supplies, office furniture, customized kitting and promotional products.
We are looking for amazing people to join our team!
Committed to workplace accessibility, we are dedicated to employing a diverse workforce.
Reasonable accommodations may be made to enable individuals with disabilities to perform the job described.
Industries for the Blind and Visually Impaired is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
Level
Experienced
Job Location
IB Milwaukee - Home office - West Allis, WI
Salary Range
$60,000.00 - $75,000.00 Salary/year Executive Administrator
JOB SUMMARY:
The Executive Administrator will provide high-level administrative support to the CEO and other Executive Team members. Reporting directly to the CEO, the Executive Administrator provides executive support in a one-on-one working relationship. The Executive Administrator also serves as a liaison to the Board of Directors and the senior management team; organizes and coordinates executive outreach and external relations efforts and oversees special projects.Essential Duties and Responsibilities:Participates as an adjunct member of the Executive Team and completes a broad variety of administrative tasks for the CEO and Executive Team including managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed onsite, virtual, and remote meetings that may include but is not limited to location/venues, itineraries, travel plans, catering, technology, presentations, and compiling documents in various formats.Uses discretion, confidentiality, and good judgment in handling C-Level matters.Responsible for company eventsPerforms project management functions, including, but not limited to, outlining tasks for team members, conducting cost analysis/risk assessments, research, addressing questions/ concerns, and leading the team to complete the project on time, within specifications and with accuracy and efficiency.Prepares and reports documents in support of objectives for the organization using Microsoft 365, Adobe Products, and other tools.Under the discretion of the CEO, manages special projects as needed.Plans, coordinates, and ensures the C-Suites' schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the C-Suites' time and office.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and Executive Team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.Conserves the Executives' time by reading, researching, collecting, and analyzing information as needed, in advance.Communicates directly, and on behalf of the CEO, with Board members, Leadership Team, staff, external customers, and others, on matters related to CEO's programmatic initiatives.Serves as the CEO's administrative liaison to IBVI's Board of Directors, assisting board members and maintaining discretion and confidentiality in relationships with all board members, adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including communication and agendas, research, advance distribution of materials before meetings.Records and maintains Board information and activities. Monitors, organizes, and records the minutes of board meetings and committees.Forms or leads committees or groups as needed.Performs all other duties as assigned.
Supervisor Responsibilities: N/AQualifications
Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Bachelor's degree, and 5 to 10 years of experience as an office manager, project manager or related experience required. Previous experience supporting C-Level Executives, preferably in a non-profit organization.Management experience preferred.Technologically proficient and advanced experience in Microsoft 365, Adobe Acrobat, online programs like Canva, SurveyPlanet, and MailChimp. Knowledge of Social Media web platforms helpful.Exceptional project management capabilities.Demonstrated ability to achieve high performance goals; proven ability to meet deadlines.Creative, demonstrated proactive approaches to problem-solving with strong decision-making capabilityFlexible hours as dictated by the needs of business for projects and meetings.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseVery strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partnersProven ability to work independently on projects, from conception to completionExpert level written and verbal communication skillsProven ability to work under pressure at times to handle a wide variety of activitiesHighly resourceful team-player, with the ability to lead as well as be extremely effective independentlyMust have initiative and be a forward-looking thinker, who actively seeks opportunities and proposes solutions
Physical Demands:
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.Long periods of sitting or standingAble to lift at least 15-20 pounds
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Must be able to travel in and out of stateLight to moderate noise levels
Moderate to low light levelsAll job offers from IBVI are contingent on candidate's ability to pass a drug screen and background check.IBVI is committed to maximizing employment opportunities for the blind and visually impaired. Blind and visually impaired individuals will be given hiring priority. We are required to fill certain positions with legally blind individuals.
Full Time Non-Union Compensation and Benefits:
Vacation time, discretionary bonus, health insurance, dental, FSA, life and disability insurance and a 403B retirement plan with a generous company match.
IBVI is a leading manufacturer, supplier and distributor of industrial office supplies, office furniture, customized kitting and promotional products.
We are looking for amazing people to join our team!
Committed to workplace accessibility, we are dedicated to employing a diverse workforce.
Reasonable accommodations may be made to enable individuals with disabilities to perform the job described.
Industries for the Blind and Visually Impaired is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.