Executive Assistant Job at Whitefoord Inc. in Atlanta

Job Title: Executive Assistant

Department: Administration

Reports To: Chief Executive Officer

FLSA Status: Exempt, Full-time

Summary

The executive assistant is a highly organized and efficient professional who provides administrative support to high-level executives and managers. The Executive Assistant will be responsible for managing schedules, coordinating meetings and travel arrangements, preparing reports and presentations, and handling confidential information. The Executive Assistant will use excellent communication and interpersonal skills, as they serve as the primary point of contact for internal and external stakeholders. Additionally, the Executive Assistant will prioritize tasks, handle multiple projects simultaneously, and anticipate the needs of the executives they support. The Executive Assistant will provide a high level of discretion, professionalism, and attention to detail.

Essential Duties and Responsibilities

Administrative and Clerical:

• Provides executive assistant support to the CEO and COO, primarily
• Provides support to all other members of the leadership team and organization as a whole
• Schedules meetings and coordinates calendars for internal and external meetings
• Provides general “office management” responsibilities
• Greets visitors and answers incoming telephone calls
• Daily screens incoming mail, faxes and correspondence, place in priority order and distributes accordingly.
• Assists in completing outgoing mail requests of the Leadership Team.
• Makes registration, travel and hotel arrangements for Leadership Team Members and employees for business related conferences, meetings, trainings, etc.
• Composes and types correspondences during management meetings and other documents as assigned
• Assist in special projects for the CEO, COO, and Leadership Team
• Assist with agency events, trainings, and meetings by arranging for facilities and food, issue announcement or invitations; guest coordination
• Handles confidential and non-routine information with integrity and diplomacy.
• Completes operational tasks in other areas of Whitefoord as requested by members of the Leadership Team, including the Educational and Health Programs
• Orders and verifies office supplies for all programs (copier, printer, postage meter)
• Assists in the supply and material order placement and procurement process.
• Develop and manage inventory of corporate contracts and agreements
• Manage Whitefoord electronic filing system and make recommendations for improvement and implement approved recommendations.

Board of Directors:

• Acts as contact to Board of Directors and Sub-Committee members
• Develops annual schedule of monthly Board and Board committee meetings and sends meeting invites to Board members and applicable staff.
• Completes Board meeting and committee meeting minutes within a week of the meeting ending
• Effectively trains a back-up to record board minutes in the case of absence.
• Develops and maintains an organized and easily retrievable inventory of approved and signed hard and electronic copies of Board and committee meeting agendas, handouts, and minutes.
• Manages and executes preparation activities for twice annual in-person Board meetings.

Qualifications, Education and/or Experience

• Minimum of two-year degree or related experience in a professional environment.
• Five years of Executive Assistant experience.
• Experience interacting with and completing Board of Directors activities.
• Demonstrated customer service, strong organizational and problem solving skills
• Ability to perform tasks in a network environment such as e-mail, internet access and database access.
• Ability to generate complex documents and multi-media presentations.
• Proficient with Microsoft Office suite (Outlook, Excel, PowerPoint, Word), Zoom and Docusign
• Proficient in grammar, spelling, and sentence structure.
• Ability to communicate at all levels effectively and sufficiently, orally and in written form.
• Notary Public preferred.

LANGUAGE SKILLS: Must possess above average command of speaking and writing skills.

REASONING ABILITY: Must be able to exercise sound judgment and concrete thinking when on the spot decision making is required. Ability to seek supervision for emergencies and unusual circumstances. Must be able to participate in regularly scheduled meetings.

A list of physical demands, equipment, & work environment demands can be reviewed in Human Resources. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.