This job listing has expired and may no longer be relevant!
12 Jul 2021
Full-Time Scheduling and Administrative Assistant
Job Description
General Responsibilities
- Manages coordinates and oversees all internal and external meetings involving the President & CEO and Senior Vice President of Institutional Advancement.
- Reserves conference rooms and conference lines as well as coordinating relevant meeting logistics for all meetings involving the President & CEO.
- Assists the Manager of Board of Director Relations in preparing for Board of Directors meetings.
- Coordinates Chairman’s Council meetings.
- Serves as the point person for processing all Americans with Disabilities Act (ADA) ticket requests.
- Serves as the Comstar administrator, updating the auto-attendant for office closures and forwarding calls to the Venue Receptionist on show days.
- Manages the issuing, fulfillment, and tracking of gift certificates.
- Serves as primary contact for calls to the President’s office.
- Manages activities related to external boards and committees the CEO serves on.
- Serves as the point person for office supply management, oversight of inbound and outbound mail distribution, and check processing in conjunction with the development and finance departments.
- Oversees the maintenance and repair of office machinery and equipment, such as copiers, printers, telephones, and computers.
- Greets visitors and determines whether they should be given access to specific individuals.
- Opens, sorts, and distributes incoming correspondence, including faxes and email.
- Shares primary main phone line responsibility with the Programming and Private Events Coordinator as well as seasonal interns.
- Oversees the maintenance and organization of the President’s Office, front office, copy room, kitchen area, and common area.
Office of the President Responsibilities
- Manages, orchestrates, and resolves all inbound and outbound communications for the President & CEO.
- Maintains full responsibility for the President & CEO’s schedule, including both personal and business needs.
- Ensures the President & CEO is issued a copy of their daily calendar for the next business day by EOD each day.
- Maintains an updated document of usernames, passwords, and other confidential information for the President & CEO.
- Ensures the President & CEO is properly prepared for all meetings by gathering materials in advance, confirming attendance for all meetings, preparing conference rooms, and ensuring all logistical concerns are met in a timely manner.
- Manages the President & CEO’s administrative credit card reconciliation in conjunction with the Finance department.
- Takes detailed dictations and follows up on noted action items as needed.
- Compiles and submits expense reports for all invoices pertaining to the Office of the President in conjunction with the finance department.
- Manages digital and physical filing including binders, meeting materials, and printed emails for the proper function of the President & CEO’s office.
- Solves technical problems for CEO with phone, computer, printer, cell phone, etc.
- Organizes events in relationship to the Office of the President, including staff holiday parties and other events as needed.
- Other duties as assigned.
How to Apply
Please visit https://manncenter.org/careers and click on 'Apply'.236 total views, 0 today