Bok Tower Gardens
  • 18-Jan-2019 to 19-Mar-2019 (EST)
  • Administration
  • Full Time

Executive Assistant to the President and CEO

 

Reporting directly to the President and CEO, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Roles and Responsibilities

Executive Support

  • Manage and maintain President's schedules.
  • Make travel arrangements for President.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid President.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Prepare responses to correspondence containing routine inquiries.
  • Greet visitors and determine whether they should be given access to President.
  • Prepare agendas and make all arrangements (room set up, media needs, food, etc.) for smooth operations of staff, committee, Board, and other meetings for the office of the President.
  • Event planning.
  • Conduct research, compile data, and prepare papers for consideration and presentation by President, committees, and Boards of Directors.
  • Manage office operations such as ordering supplies, maintaining records management database systems, and have basic financial competency.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Attend meetings to record minutes.
  • Record minutes of the Executive Committee and Full Board meetings of the Board of Directors and assisting the President in executing corporate resolutions as needed; updating the By-laws of Bok Tower Gardens, Inc. as changes occur; planning the bi-annual on-site meetings of the Board of Directors and any other Board Committee meetings.

Qualifications

  • Associate's degree in Business/Administrative Management or Secretarial Science or related knowledge and training gained through vocational courses preferred.
  • 5 years of experience in similar work environment supporting and reporting to a senior executive.
  • Expert-level computer based skills in coordinating video and audio conference calls, creating and maintaining databases, proficient computer skills in a Microsoft Windows environment and adaptive skills to expand software application skills as necessary.
  • Thorough knowledge of modern office practices and procedures. Experience exercising discretion and confidentiality with sensitive company information.
  • Previous supervisory experience preferred.
  • Impeccable communications skills in correspondence, customer service, managing donor and guest relationships, written and verbal communication, and proofreading.
  • Strong interpersonal skills: listening, negotiation, problem-solving, decision-making, assertiveness team building, conflict management.

 

Bok Tower Gardens offers a highly competitive salary and excellent benefit package.

Interested candidates may submit resumes and letters of interest by accessing our careers website: https://boktowergardens.applicantpool.com/jobs/  This position will remain open until filled.

 

Bok Tower Gardens (BTG) is a Drug-Free workplace and an Equal Opportunity Employer M/F/Vets/Disabled. We base all aspects of employment including the decision to hire, promote, discipline, or discharge, on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

 

 

 

Bok Tower Gardens
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