Executive Assistant

In your role as an Executive Assistant, you will be responsible for

Representation and Customer Service:

• Stays current with company, industry, and customer news and shares information with appropriate members of leadership.
• Serves as a trusted ambassador of the organization both internally and externally.
• Represents senior leadership in meetings and committees and may use independent judgment when making decisions or recommending a decision on significant matters.
• Develops and maintains collaborative relationships with customers, staff, and community partners.

Scheduling and Coordination:

• Supports senior leadership in planning / scheduling key meetings (internal and external facing), conferences, teleconferences, and travel.
• Ensures that all necessary meeting materials and resources are in place.
• Organizes events and manages a variety of special projects (some that may have an organizational impact.)
• Takes detailed notes and coordinates follow-up activities as appropriate.

Board of Directors Support:

• Working closely with CCSI’s President, supports the CCSI Board of Directors, including
• Maintaining the board calendar,
• Assists in the preparation and timely distribution of all meeting materials,
• Meeting set-up (including food, technology, and logistics for speakers or special presentations, records meeting minutes),
• Maintains all board documentation, member information, and distribution lists.
• Supports board subcommittees as required.
• Partners with IT and other departments to leverage technology to efficiently support board operations.

Materials Preparation / Technical Support:

• Assists senior leadership in finalizing PowerPoint presentations (may also use other presentation tools), reports, and other materials.
• Supports administration of routine web-based surveys.
• Anticipates needs and prompts senior leaders with timelines and deadlines to ensure materials are ready.
• Proofreads content and makes necessary edits for improvement.
• Serves as technical support/host for Zoom and MS Teams teleconference/video conferences.
• Occasional assistance with data entry as requested.

Supervision:

• Supervises and manages one or more general administrative staff.
• Addresses employee relations issues, provides staff development opportunities and conducts weekly individual supervision meetings, including Quarterly Conversations.
• Manages workload and assigns tasks and projects.

What You Need

• Associate’s Degree and a minimum of 5 years of progressively responsible experience providing administrative support to senior management and/or executives; or equivalent education and work experience (see CCSI’s Job Equivalency Chart).
• Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• Strong customer service acumen demonstrated the ability to collaborate with a diverse group of colleagues and partners and builds consensus across teams.
• Advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Alchemer (or other web-based survey tools), Zoom, and Microsoft Teams. Strong aptitude for complex meeting scheduling in Outlook.
• Aptitude for self-initiated learning and interest in learning and using new tools and technologies.