JOB DESCRIPTION
Summary: Provide high-level administrative and secretarial support to the Chief
Executive Officer.
Provide day-to-day administrative support functions to the Chief Executive Officer (CEO).
Coordinate and maintain the executives calendar and IRHA calendar of events.
Establish, organize and maintain electronic and paper office files of the CEO.
Contact and Coordinate with stakeholders, outside agencies, customers as needed/directed.
Assist in coordinating and distribution of marketing materials, create and maintain other published materials, public announcements/relations, and website as needed.
May supervise, train, support, discipline, evaluate and recommend promotions or termination of the Receptionist and Travel Specialist position as needed per added assigned duties.
Work as part of a team and/or take the lead in coordinating and planning organizational and joint collaborative meetings, communications, conferences and events.
Compose and conduct correspondence activities on behalf CEO or other employees.
Assist in copying, certifying and distributing and/or mailing documents, creating draft to final correspondence, memos, letters, spreadsheets and forms for CEO.
Type reports and documents, create and maintain spreadsheets and word documents, proofread reports to verify accuracy.
Research and assemble information from a variety of sources for the preparation of records, reports, manuals and guidebooks, including compiling, synthesizing and manipulating data as needed. Enter, retrieve, and input electronic data into established forms and computer system quickly and accurately.
Keep ongoing business contact information for CEO.
Make travel arrangements for CEO
Assist in Marketing products
Setup meetings with customers
Research and collection of information and market data
Qualifications: To perform this job successfully, an individual must be able to perform
each essential function and preferably can also perform other tasks satisfactorily. The
requirements listed below are representative of the knowledge, skill and/or ability
required.
Education:
Bachelors or Associates degree in Business Administration or equivalent.
Experience:
Minimum 3-5 years of administrative support or secretarial experience with good references.
Skills and Abilities:
Knowledge of office administration practices, procedures, protocols and terminology.
Knowledge of and ability to use computer hardware, electronic data base management and related software.
Knowledge of and ability to use standard office equipment, e.g. phones, copier, fax.
Knowledge of parliamentary procedures and minute taking.
Knowledge of and ability to perform filing practices and procedures.
Knowledge of and ability to apply correct English usage, including spelling, grammar and punctuation.
Knowledge of and ability to apply computer and technology skills in order to perform word processing, create spreadsheets, maintain database and use standard business software.
Ability to handle complex responsibilities such as conducting research, preparing statistical reports, hiring, supervising, and training other clerical/administrative staff.
Ability to read and comprehend complex and technical documents.
Ability to analyze and solve routine problems.
Ability to work with written and computerized data.
Ability to learn, follow and apply established regulations and procedures.
Ability to accurately perform mathematical computations.
Ability to communicate information in writing so others will understand.
Ability to effectively understand and communicate verbally with others.
Abilities to supervise, monitor and evaluate the performance of others.
Ability to type accurately at a speed necessary to meet the requirements of the job.
Ability to organize, set priorities and exercise sound judgment within areas of responsibility.
Ability to organize and maintain office and specialized files.
Ability to maintain sensitive and confidential information.
Ability to understand and follow written and oral instructions
Ability to prepare clear, accurate and concise records and reports
Ability to perform highly detailed work on multiple, concurrent tasks with constant interruptions and work under changing deadlines.
Ability to use tact, discretion and courtesy in dealing with clients, the public, and others encountered in the course of the work.
Ability to establish and maintain working relationships with managers, employees and others encountered in the course of work.
Ability to travel as needed.
Job Title:Executive Administrative Assistant
Location: Work from home until and office is established
Reports to: Chief Executive Officer
Status: Part time (30 hours week)
Date Position Starts: Immediately
Duration: 3 month trial basis then permanent
