Provides administrative and project management support to the Executive Director, along with support for other Directors, Assistant Directors, and Board of Directors. General Overview of Duties:
Essential Duties and Responsibilities:
Clerical – Screen incoming calls and correspondence and respond independently when possible. Compose and prepare confidential correspondence, reports, and other complex documents. Create and maintain databases and spreadsheet files. Prepare invoices, reports, letters, financial statements, and other documents, using word processing, spreadsheet, database, and/or presentation software. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve the Authority’s documents, records, and reports. Greet visitors and determine whether they should be given access to specific individuals.
Order supplies, maintain records management systems and perform basic bookkeeping work.
Scheduling/Planning – Manage the Executive Director’s calendar and independently schedule appointments. Arrange programs, events, or conferences by arranging facilities and catering. Issue information or invitations, coordinate speakers, and control event budget. Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
Direct preparation of records such as agendas, notices, minutes, and resolutions for board meetings. Assist in the development and production of weekly/monthly/yearly reports and board quarterly reports. Read and analyze incoming documents, submissions, and reports in order to determine their significance and plan their distribution. Provide support to the Board of Directors by taking and distributing minutes and organizing and directing committees.
Board Meeting Coordinator – Serves as a facilitator to Senior Management and members of the Authority’s Board. Builds and maintains professional relationships with Board Members. Coordinates and facilitates meetings and logistics of the Board Members. Issues public notice of all official activities and meetings in accordance with Board policy and the state open meetings law. Attends and takes minutes of meetings, both in the office and at other locations. Assembles, prepares, and distributes agendas, minutes, and supplemental materials. Prepares comprehensive official minutes and maintains official records of the minutes and other Board-related materials. Schedules and organizes meetings of the Board and Board Committees, including planning for the annual Board retreat. Schedules appropriate meeting rooms and make any other necessary arrangements, including booking hotel rooms, catering meetings, and setting up audiovisual and telecommunications equipment.
Travel Coordinator – Arranges and coordinates travel schedules and reservations for the General Counsel, Legal Department staff and the Board Members. Coordinates all appropriate ticketing, making and confirming lodging and airline reservations. Ensures that all travel-related functions prior to travel and after completion of travel, including preparation and submission of expense reports, are accomplished efficiently and effectively.
Confidentiality – Deals discretely with highly sensitive, confidential information, documents, and files including legal and financial information, staff performance and disciplinary matters, the information contained in meeting minutes, and other documents concerning 3TG STAFFING SOLUTIONS ’s affairs. Reviews, sorts, and files a variety of confidential material. Maintains files both in hard copy and electronic format, ensuring that information is filed accurately, is easily accessible to General Counsel and appropriate personnel, and that confidential information is maintained in a secure environment.
- 5 years of clerical administrative experience preferably for executive-level staff
- Associate or Bachelor’s degree preferred
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
- Knowledge of Microsoft Office programs, including Word, Excel, and PowerPoint.
- Demonstrated analytical skills, organizational and time management skills
- Possess resourcefulness when necessary to effectively perform in a constantly changing environment.
- Demonstrates initiative with a high degree of professionalism, confidentiality, and a positive attitude