Executive Assistant in Cary, NC with Greene Resources

Date Posted: 7/8/2019

Job Snapshot

Job Description


Job Number: 33886


Executive Assistant


Job Description:

Our client located in Cary, NC, is seeking a skilled Executive Assistant to add to their team! The Executive Assistant provides administrative support to the President and Chief Executive Officer, including managing his mail, calendar and travel as well as other special projects as assigned. This position is responsible for managing of the companies administrative pool. This is a full time, contract to hire opportunity!


Responsibilities:


  • Maintains CEO calendar and schedules and organizes complex activities such as meetings, travel, conferences, video conferences, expense report reconciliation and other organizational activities, as requested.

  • Establishes, develops, maintains and updates filing system for the CEO. Establishes, develops, maintains and updates library of trade journals and magazines.

  • Maintains and updates contact lists.

  • Maintains schedule and calendar for Board Room as needed.

  • Organizes and prioritizes large volumes of information and calls.

  • Opens mail for CEO. Drafts written responses or replies by phone or email when necessary.

  • Acts as a liaison with other departments and outside customers. Handles confidential and non-routine information.

  • Works independently and within a team on special and ongoing projects. Acts as a project manager for special projects, at the direction of the CEO, which may include: planning and coordinating multiple presentations, disseminating information and coordinating direct mailings.

  • Prepares and distributes minutes from Management, Leadership and other specified meetings as directed.

  • Types, designs and distributes general correspondence, memos, charts, tables, and graphs as directed.

  • Completes duties related to Board of Commissioners quarterly meetings.

  • Provides initial welcome and orientation to new board members.

  • Prepares and distributes Quarterly Board Packet one week prior to scheduled board meeting.

  • Prepares and distributes Quarterly Board Meeting Minutes and Action Items List within two weeks of the applicable Board Meeting.

  • Responsible for hotel/travel accommodations for Board members.

  • Plans, coordinates, and organizes special Board events and retreats as requested by the CEO.

  • Updates Board information and other documentation based on the addition and departure of Board members, as requested by the Board Chair. Complies with established policies and procedures, and achievement of the quality objectives (Balanced Score Card).

  • Conducts routine and special research requests to obtain information.

  • Manages administrative pool to ensure appropriate back-up and workload balance.

  • Provides backup for other administrative personnel when necessary.

  • Performs other related duties, as assigned.


Education Requirements:


  • Associates Degree preferred or equivalent level work experience with a minimum of 5+ years supporting executive level positions or a High School Diploma with a minimum of 10 years relevant work experience.


Desired Background/Skills:



    Qualifications:


    • 5+ years Mac OS experience using Microsoft Office.

    • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.

    • 3+ years' experience with Visio.

    • Highly organized, capable of handling multiple projects simultaneously.

    • Strong oral and written communication skills with the ability to compose letters, procedures and other correspondence.

    • Event planning experience.

    • Extremely organized and detail oriented

    • Heavy calendar management, and ability to communicate and prioritize frequent changes and adjustments


    Other Information:


    • Greene Resources is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.