Reporting to the Executive Office Administrator in the office of the Chief Executive Officer, the Executive Assistant assist in the coordination of the day-to-day office operations of the Executive office; performs a wide variety of highly responsible, confidential and complex administrative clerical support tasks as assigned. Prepares meeting agendas, memos, and correspondence; completes a variety of routine assignments; coordinates busy and shifting office calendars including scheduling and

coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes a considerable amount of confidential and sensitive information in support of administrative activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Serves as the primary activities coordinator and point of contact with the company. Works closely with the Executive Office Administrator to schedule and confirm all meetings.

Coordinates travel for commercial flights, makes hotel reservations, organizes itineraries, screens phone calls and emails, and assists in preparation of written correspondence.

Deals discreetly with large volumes of sensitive, confidential information concerning Executive office affairs, staff and campus affairs, information contained in minutes, letters and other documents.

Composes correspondence, memos, and reports. Coordinates, filters, and prioritizes inbound communications, assist in drafting and distributing outbound communications, opening mail and distributing.

Plans and schedules meetings, conference calls, and appointments, and assists with managing day-to-day workflow for the Executive Office.

Assists with coordinating event and meeting planning and logistics for various activities, including dinners, events, special recognitions and awards.

Provide catering for Board of Trustees and Executive Committee Meetings. Assist in preparation for the Executive Committee and Board of Trustees meetings and be responsible for loading all Board of Trustees content to Board Books and updating as needed.

Assists with managing and organizing Family Office and storage room. Updates Family Office Manual as needed.

Manages miscellaneous personal matters as requested and understands that everything within the Family Office is to remain confidential.

Provides problem-solving/conflict resolution to a range of administrative issues.

Prepares and/or updates program catalogs or other types of materials; copies and assembles binders, manuals, and packets for meetings and programs as requested.

Maintains and coordinates monthly calendars; notifies and gathers information for calendar and distributes to appropriate staff members.

Coordinates incoming and outgoing mail distribution; opens, distributes and prepares responses to routine inquiries.

Assures care and maintenance of department equipment and supplies. Maintains inventory levels for office supplies, copier machines, printers, fax machines, coffee machines, and program materials and literature.

Provides general office assistance and support to other department managers when needed.

Conducts job responsibilities in accordance with the standards set out in the Company’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.

Maintains established department policies, procedures and attends in-services and other required meetings.

Maintains regular and timely attendance, reports to work as scheduled and assures time worked and/or time-off is recorded properly.

Maintains confidentiality of all Executive office information as required.

Manages special projects and conduct research as required

Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.

Maintains order, cleanliness and safety at work.

May perform other duties as assigned.