Executive Assistant

SUMMARY

The Executive Assistant supports the Chief Executive Officer and Chief Compliance Officer in general administrative functions including Board and Community relations.  The scope of responsibility also includes project based work, handling information requests, and coordination of Agency-wide events.

PRIMARY RESPONSIBILITIES

• Provide administrative support such as answering telephones and assisting visitors
• Manage meetings and schedules for the CEO and CCO balancing many, and sometimes conflicting, priorities. Manage deadlines and workload to business needs.
• Serve as de facto Secretary to the VCSP Board:

• Assist the Agency Officers in preparing for Board and Committee meetings.
• Prepare agendas and Board and Committee materials.
• Maintain annual calendar of Board and Committee meetings including required public notices.
• Record, prepare and maintain minutes and other records of all Board and Committee meetings.
• Coordinate communications with the Board and Committees.
• Assist with meeting logistics for Board and Committee members including lodging and reimbursements.
  
  
• Coordinate travel arrangements for employees in accordance with Agency policies; prepare travel authorizations and provide assistance in submitting requests for reimbursement; prepare travel itineraries.
• Coordinate Agency wide meetings and events including the negotiation for and purchase of refreshments.
• Maintain a correspondence log and coordinate responses as requested.
• Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, and/or presentation software; proofread work for content accuracy.
• Create and maintain orderly filing system for diverse documents, hardcopy and electronic files, and perform basic internet research as required.
• Manage routine administrative processes which may include ordering supplies and monitoring department budget.

MINIMUM QUALIFICATIONS

• Experience providing executive level support in a financial services or related company or government agency.
• Bachelor’s degree preferred; a comparable combination of education and experience will be considered.
• Experience supporting a Board of Directors and related activities including coordination of schedules, travel arrangements, meeting preparation, and minute preparation.
• Familiarity with government processes, protocol, and public relations techniques preferred.
• Experience coordinating travel arrangements including research, reservations, basic accounting, expense tracking and reporting.

KNOWLEDGE, SKILLS, & ABILITIES

• Demonstrated proficiency using Microsoft Office software including Word, Excel, PowerPoint and Outlook.
• Excellent organizations skills with the ability to independently manage multiple tasks with tight deadlines.
• Ability to communicate effectively with all level of employees, Board members, and the general public in writing and orally.
• Ability to maintain confidentiality regarding sensitive topics.
• Analytical ability in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

WORK ENVIRONMENT

• Typical office environment with considerable time in a sitting, stationary position.
• Must be able to occasionally move about the office to retrieve files and documents.
• Constantly operate a computer and other office equipment including typing and keying.
• Occasional travel required.