Executive Assistant to The CEO - Baltimore, United States - NCIA - National Center on Institutions and Alternatives

NCIA - National Center on Institutions and Alternatives
NCIA - National Center on Institutions and Alternatives
Verified Company
Baltimore, United States

4 weeks ago

Mark Lane

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Mark Lane

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Description

National Center On Institutions And Alternatives
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Executive Assistant

Job Title:
Executive Assistant


Department:
Administration


Reports To:
Chief Executive Officer


FLSA Status:
Exempt


General Purpose of the Job:

This is a full-time position, reporting to the Chief Executive Officer The overall purpose of this position is to provide the administrative support and assistance required by the Chief Executive Officer to implement and monitor overall operations and strategic planning initiatives for NCIA.


Essential Duties and Responsibilities:


  • Provides administrative support to Chief Executive Officer.
  • Prepares and distributes periodic correspondence and reports from the CEO to the Boards of Directors.
  • Serves as liaison between the Chief Executive Officer and all level of staff, family members of person served, and members of the community.
  • Adheres to all applicable Agency, state and federal policies regarding confidentiality.
  • Assists with review of employee timesheets to ensure accuracy, completeness and punctual submission to the Payroll Department.
  • Schedules and coordinates periodic meetings of the Boards of Directors and committees of NCIA, including reserving of meeting area, notification of persons required to attend meeting and other details as required.
  • Plans, coordinates and keeps contents of a meeting focused.
  • Organizes and facilitates management, board, and other meetings, takes minutes and distributes completed minutes to appropriate persons.
  • Schedules and coordinates transportation and lodging arrangements for Directors and Officers of NCIA.
  • Copies, collates and distributes information as needed.
  • Manages the Chief Executive Officer's schedule, scheduling meetings and planning travel.
  • Meets with Chief Executive Officer to disseminate information and facilitate ongoing projects.
  • Develops processes and procedures for special projects as assigned.
  • Creates and develops reports as requested.
  • Creates long
- and short-term plans, including setting targets for milestones, adhering to deadlines and allocating resources.

  • Delegates tasks on assigned projects to employees best positioned to complete them.
  • Identifies and manages potential risks and liabilities of multiple projects.
  • Assists in the definition of project scope and goals.
  • Makes effective decisions when presented with multiple options for how to progress with the project.
  • Serves as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy.
  • Communicates with Chief Executive Officer to keep the project aligned with his or her goals.
  • Performs quality control on the project throughout development to maintain the standards expected.
  • Adjusts schedules and targets on projects as needed.
  • Motivates people involved in the project to complete tasks on time.
  • Collaborates with Chief Executive Officer to determine and prioritize business strategies.
  • Performs clerical and administrative tasks as needed.
  • Performs other related duties as assigned by the Chief Executive Officer.

Supervisory Responsibilities:
None


Education and/or Experience:


  • Bachelor's degree from accredited college or university.
  • Five (5) years of experience in an Executive Assistant or Business Management role.
  • Or equivalent combination of education and experience.

Certificates, Licenses, Registrations:


  • Valid driver's license. Must have an acceptable driving record as determined by criteria established by the Agency's insurance carrier and by Agency policy.

Language Skills:


  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills:


Reasoning Ability:


  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Knowledge, Skills And Abilities:


  • Ability to organize and file materials in such as way as to facilitate immediate retrieval of information when needed.
  • Computer skills necessary to produce written communiqués, charts, tables and other documents as required by the Chief Executive Officer.
  • Ability to take accurate minutes of meetings as requested by the Chief Executive Officer.
  • Ability to respond to crisis situation efficiently and effectively.

Work Environment:


  • Primarily business office work environment

Moderate noise (examples:
business office with computers and printers).

I understand that the above information on this description has been designated to indicate the ge
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