Executive Assistant I (Executive Team) (Full time, Hybrid, Morrisville, NC based)

The Executive Assistant I-Executive Team will provide clerical and administrative support to the Office of the Chief Executive Officer (CEO), which includes the CEO, Chief of Staff (COS), Executive Board Liaison and Board of Directors. This role also serves as primary back up to the Executive Board Liaison. The Executive Assistant I will serve as a liaison, in person, by email and by telephone, between the organization and persons the organization serves, employees, government and elected officials, and community representatives. Some communication/tasks require substantial discretion and confidentiality.

This position will allow the successful candidate to work a primarily remote schedule. A minimum of two day a week working onsite is required.

Responsibilities & Duties

Provide Administrative Support for the Office of the CEO

• Exercise judgement in maintain the CEO and COS calendars and scheduling meetings with internal and external stakeholders
• Function as a liaison between the CEO and Chief of Staff and internal or external contacts for meeting and schedule coordination
• Recommend solutions or alternatives in anticipation of challenges, potential delays, and/or risks. Conduct research, gather data, collect, and compile information, and prepare standard and custom reports
• Compose correspondence and/or prepare and edit presentations as requested
• Register CEO and Chief of Staff for trainings and coordinate travel as needed
• Streamline Office of CEO office procedures and workflows
• Create, maintain, and update filing systems, database systems, etc.
• Route items for CEO or COS’s signature
• Process all incoming mail for the Office of the CEO
• Assist with reimbursements (scan and email receipts and supporting documentation; enter mileage and receipts as needed)
• Provide coverage for Board Liaison
• Assist Board Liaison with coordinating activities or programs for all Alliance admins (e.g., quarterly admin newsletter)
  
  

Provide Meeting Support for Joint Leadership Team, Executive Team and Other Meetings as Requested

• Schedule and coordinate meetings by ensuring adequate space, equipment, materials, refreshments, accurate composition of agendas/minutes, maintaining calendar invitations, tracking attendance, etc.
• Coordinate meetings at the request of the CEO/COS for leadership team meetings (this may include Executive strategy sessions, etc.) and may involve coordinating with off-site locations
• Correspond with committee members and meeting attendees; this may require discretion and courtesy when communicating with government officials, community stakeholders, or persons Alliance serves
• Archive and compile information and documents for meetings (agendas, minutes, presentations, etc.) per departmental and when applicable, NC Open Meetings Law guidelines
• Assist with project coordination, timelines and follow-up items
• Organize documents for Committee meetings
  
  

General Administrative Support for the Organization

• Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels
  
  

Records Management

• Manage complex records with confidential information and reports activities; records may include highly confidential information (e.g., board member’s SSN)
• Scan, archive and route records according to departmental procedure
  
  

Recommend Process Improvements

• Recommend and/or revise work procedures and methods including necessary form design
  
  

Minimum Requirements

Education & Experience

High School degree or equivalent and five (5) years of progressively responsible administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;

Or

Associates degree and two-year (2) Business Administration program and two (2) years of related experience;

Or

Bachelor’s degree in Business Administration, Public Administration, or other related fields

Knowledge, Skills, & Abilities

• Knowledge of office management techniques
• Knowledge of current Microsoft programs (Word, Excel, Outlook, PowerPoint)
• Excellent time management skills
• Business writing skills
• Event planning skills
• Ability to organize office workflow and coordinate activities
• Ability to do calculation, summarize, compile, and tabulate numerical material
• Ability to maintain work standards of program activities
• Ability to analyze and correct errors
• Ability to maintain an effective working relationship with other employees and the public
• Ability to communicate clearly and concisely in oral and written form
  
  

Salary Range

$22.23 - $28.34/hourly

Exact compensation will be determined based on the candidate's education, experience, external market data and consideration of internal equity.

An excellent fringe benefit package accompanies the salary, which includes:

• Medical, Dental, Vision, Life, Long Term Disability
• Generous retirement savings plan
• Flexible work schedules including hybrid/remote options
• Paid time off including vacation, sick leave, holiday, management leave
• Dress flexibility