"Alerted.org

Administrative Assistant, Executive

Job Code: 2025\-100\-004

Division: Executive

FT/PT Status: Regular Full Time

Position Based In: Hiram

Apply Before: 05/30/2025

Job Summary:

To operate in assisting the Director of Executive and Board Relations by providing specialized administrative functions to the President/CEO and Board of Directors, as well as the Executive staff\.

Key Responsibilities:

Administrative Duties:

+ Composingand distributing internal and external correspondence on behalf of the President/CEO and Executive Staff\.

+ Typingreports and documents\.

+ Disseminatingerror free material\.

+ Maintainingeffective document retrieval system for the President/CEO and Executive staff\.

+ Safeguardingall confidential materials; maintain confidentiality of personal or sensitive matters\.

+ Appropriatelydistributing mail throughout the President/CEO’s office\.

+ Servingas back\-up Administrator of the Board of Directors’ software package\.

+ Accurately preparingminutes from all Board, Committee, and special meetings as needed\.

+ Assisting in Uploadingall Board of Directors’ and committee meeting documents on Directors’ software package prior to meetings and providing any necessary hard\-copied documents for each Director as needed\.

+ Assisting in Maintainingand accurately tabulating per diem forms for Directors’ meetings, expenses, etc\. incurred each month and coordinating promptly with accounting to ensure timely payments are made as needed\.

+ Assist in Preparingcorporate documents and resolutions as needed\.

Receptionist Duties \(all duties will be to assist the Director of Executive and Board Relations\)

+ Pleasantlygreet and promptly accommodate all visitors to the Executive Offices\.

+ Consistentlymaintain a professional and courteous manner and business appearance\.

+ Promptlyanswer incoming calls\.

+ Makeappointments and reservations for the President/CEO and Executive Staff\.

+ Providetimely reminders of important dates and events to the President/CEO and Executive Staff\.

+ Personallyresolve as many business calls as possible\. Transfer others of a minor nature to appropriate personnel\. Refer remaining calls to the Director of Executive and Board Relations\.

+ Makemeeting registrations, travel arrangements and reservations for the President/CEO, the Board of Directors, and Executives as needed\.

Communications:

+ Assistwith communication between the Board of Directors, staff, and members\.

+ Communicatewith the Board of Directors to provide administrative support, resolve problems, and ensure effective working relationships\.

+ Promptlyand accurately relay all messages\.

+ Consistentlymaintain a current knowledge and up\-to\-date copies of board policies, bylaws, and procedures\.

+ Promptlyreport concerns and potential problems to the Director of Executive and Board Relations\.

+ Assist the Director of Executive and Board Relations in communicating withother personnel as necessary in resolving problems for the President/CEO in his/her absence\.

Meetings:

+ Assist with the Takingand transcribing of minutes of the Audit and Finance Committee meetings, the Policy & Public Relations Committee meetings, the Annual Meeting, and other special meetings; compile and ensure minutes are complete, concise, and error free and reflect actions taken in the meetings\.

+ Maintainofficial business records\.

+ Coordinatepertinent agenda items to ensure matters are handled in a timely manner\.

+ Assist with Coordinatingand assisting staff, directors, or guests at meetings with presentations\.

+ Assist with Maintaininga board calendar on Directors’ software package and assist Directors with operational issues of software, when needed\.

+ Overseeinquiries and application requests for the GreyStone Foundation; prepare minutes and attend Foundation Board meetings; prepare per diem and provide refreshments as needed\.

Safety and Corporate Standards:

+ Performall work in a safe manner, encouraging others to do the same, and report unsafe situations, environments, and work procedures\.

+ Abideby all corporate standards, policies, bylaws, rules, and regulations\.

+ Completeall assigned work in an accurate, timely, and efficient manner\.

+ Maintaina neat and orderly work area\.

Required Education, Knowledge, Skills and Abilities:

+ Bachelor’sdegree from an accredited college or university in business or related field strongly preferred\.

+ Minimumof five years of general office or administrative experience which includes successfully interacting with the public, vendors, and senior staff preferred\.

+ Previous utility industry experience preferred\.

+ Achieved Certified Professional Secretary \(CPS\) or Certified Administrative Professional \(CAP\) designation preferred\.

+ Previous executive level administrative support experience preferred\.

Skills:

+ Demonstrated experience in handling confidential information\.

+ Demonstrated application of good human relations\.

+ Basic knowledge of finance, economics, business law, communications, and management\.

+ Demonstrated expertise in office procedures and administrative secretarial functions\.

+ Proficiency with general office equipment\.

+ Excellent oral and written communication skills utilizing proper grammar, punctuation, and syntax\.

+ Attention to detail leading to error\-free work is a must\.

+ Excellent organizational and planning skills\.

+ Excellent decision\-making skills\.

+ Excellent keyboarding skills\.

+ Demonstrated working knowledge of Word, Excel, Outlook, PowerPoint, and investigative research on the Internet\.

+ Abilityto work well independently and in team situations\.

Physical Demands \(if applicable\):

+ Prolonged periods of sedentary work in a general office environment\. Ex: Work performed involves primarily sitting at workstation answering the telephone and greeting visitors, as well as frequently operating a personal computer and other office equipment\.

+ Work time in excess of normal workweek, as required, including during severe storm related situations\.

+ Ability to focus and produce accurate work, especially during periods of frequent interruptions

+ Satisfactorily passcompany\-required physical exam and criminal background\.