Executive Assistant

                                            Job Description

TITLE:  Executive Assistant

REPORTS TO: Chief Executive Officer

STATUS: Part-time, 20-25 hours per week

PRIMARY FUNCTION:

The Executive Assistant provides advanced and varied clerical and administrative support to the Chief Executive Officer; prepares correspondence and reports; manages schedules and calendars; answers telephones; and maintains electronic and hard-copy files.

KEY ROLES (Essential Job Responsibilities):

1. Perform advanced secretarial duties, preparing correspondence and reports as requested by the Club executive, and compose draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.


2. Manage the supervisor’s calendar, schedule meetings, and make logistical and travel arrangements for internal and external meetings. Coordinate logistics and materials for Board meetings. Prepare meeting agendas and minutes, as requested. 


3. Compile and analyze information and prepare draft reports to support Club management.


4. Highly proficient in MS Office and CRMs with the ability to navigate various systems and databases to provide reports to the CEO and various departments and individuals. 


5. Answer telephones, provide general information, refer callers to other staff, or take messages as necessary.


6. Maintain electronic and hard-copy filing systems, ensuring they are accurate and timely and facilitate easy information retrieval.


7. Perform other related secretarial or administrative duties as requested.

RELATIONSHIPS:

Internal: Maintain close, daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions, instruct, and advise/counsel.

External: Maintain contact with Board volunteers, community contacts, and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

SKILLS/KNOWLEDGE REQUIRED:

• High school diploma or equivalent


• Minimum of three years of office clerical experience


• Typing/keyboarding skills of at least 50 wpm


• Highly proficient in MS Office and CRMs


• Excellent written and verbal communication skills


• Good organization and attention to detail


• Strong customer relations skills


• Able to maintain strict confidentiality