Executive Assistant to the CEO
JFS Altius Farms, Florida, NY, United States
Position Summary
A highly motivated, organized, and detail-oriented Executive Assistant provides overall support to the CEO in a challenging and fast-paced environment. Reporting directly to the CEO, this position provides executive and administrative support, assists with projects for higher-level Agency activities and functions, serves as a liaison to management teams, organizes and coordinates the CEO’s calendar, and serves as a gatekeeper and time manager to maximize the CEO's time and efficiency. Manages the scheduling of meetings and provides administrative support for the board of directors and assigned committees. Performs a wide variety of administrative tasks in support of the CEO.
Essential Functions
Assists and coordinates the CEO’s scheduling of internal meetings, external appointments, reservations, and travel arrangements.
Screens and directs phone calls, handles correspondence, and helps manage emails on behalf of the CEO, ensuring they are kept up to date on all transactions.
Organizes meetings involving multiple individuals.
Arranges logistics for visitors and coordinates conference calls.
Prepares correspondence and/or edits internal and external letters, memorandums, reports, etc.
Acts as administrative support to the board.
Assists in or prepares board presentations.
Coordinates meetings of the Board of Directors, the Executive Committee of the Board, the Budget and Finance Committee, the Investment Committee, the Governance Committee, and other committee meetings or task forces as directed.
Ensures that official minutes are accurately and timely recorded.
Prepares a summary of Board Motions as needed.
Maintains accurate board roster and other board member information.
Prepares and/or oversees post-meeting follow-up activities.
At times, serves as a point of contact for employees, clients, donors, and other agency partners.
Manages and approves the expenses and mileage of the senior leadership team.
Creates annual agency calendars in partnership with the CEO.
Other duties as assigned.
Requirements
Qualifications
Preferred bachelor’s degree in business or equivalent work experience.
Proven work experience in a senior administrative role providing executive-level administrative support.
Other
High ethics and confidentiality standards in handling sensitive information.
Extremely detail-oriented.
Ability to record and transcribe meeting minutes.
Experience in creating, editing, and revising documents and correspondence.
Strong organizational, project management, and problem-solving skills.
Ability to meet deadlines.
Excellent interpersonal, written, and oral communication skills.
Strength in managing situations with diplomacy, even under pressure.
Maintain a positive, professional attitude and presence.
Highly self-motivated, professional, and capable of handling multiple tasks.
Comprehensive knowledge of MS Office, shared drives, and calendars.
Flexibility to work non-traditional hours as needed.
Work Environment
In-Office Position: Work is primarily performed in our office at 3201 South Tamarac Dr., Denver 80231. Work hours are generally during regular business hours, with some evening or weekend work as required to meet the CEO's needs.
Physical Requirements
Frequent sitting and typing. While performing the duties of this job, the employee is regularly required to communicate and use standard office equipment.
Physical Effort/Lifting
The employee may occasionally be required to lift up to 20 pounds.
Accommodation
If requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Benefits and Compensation
JFS offers competitive pay and benefits, including medical, dental, vision, health savings account, flexible spending account, Legal/ID Theft, supplemental insurances, agency-paid Life/LTD, Employee Assistance Programs, 401(k), 16 paid holidays, and a generous leave program.
Salary
$68,000 - $80,000 per year
EEO Statement
JFS is dedicated to the principles of equal employment opportunity in any term, condition, or privilege of employment. JFS does not discriminate against applicants or employees based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, military status, or any other status protected by federal, state, or local law.
COVID-19 Considerations
Completion of the primary COVID-19 vaccination series (per CDC guidance) is required before the start of employment.
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A highly motivated, organized, and detail-oriented Executive Assistant provides overall support to the CEO in a challenging and fast-paced environment. Reporting directly to the CEO, this position provides executive and administrative support, assists with projects for higher-level Agency activities and functions, serves as a liaison to management teams, organizes and coordinates the CEO’s calendar, and serves as a gatekeeper and time manager to maximize the CEO's time and efficiency. Manages the scheduling of meetings and provides administrative support for the board of directors and assigned committees. Performs a wide variety of administrative tasks in support of the CEO.
Essential Functions
Assists and coordinates the CEO’s scheduling of internal meetings, external appointments, reservations, and travel arrangements.
Screens and directs phone calls, handles correspondence, and helps manage emails on behalf of the CEO, ensuring they are kept up to date on all transactions.
Organizes meetings involving multiple individuals.
Arranges logistics for visitors and coordinates conference calls.
Prepares correspondence and/or edits internal and external letters, memorandums, reports, etc.
Acts as administrative support to the board.
Assists in or prepares board presentations.
Coordinates meetings of the Board of Directors, the Executive Committee of the Board, the Budget and Finance Committee, the Investment Committee, the Governance Committee, and other committee meetings or task forces as directed.
Ensures that official minutes are accurately and timely recorded.
Prepares a summary of Board Motions as needed.
Maintains accurate board roster and other board member information.
Prepares and/or oversees post-meeting follow-up activities.
At times, serves as a point of contact for employees, clients, donors, and other agency partners.
Manages and approves the expenses and mileage of the senior leadership team.
Creates annual agency calendars in partnership with the CEO.
Other duties as assigned.
Requirements
Qualifications
Preferred bachelor’s degree in business or equivalent work experience.
Proven work experience in a senior administrative role providing executive-level administrative support.
Other
High ethics and confidentiality standards in handling sensitive information.
Extremely detail-oriented.
Ability to record and transcribe meeting minutes.
Experience in creating, editing, and revising documents and correspondence.
Strong organizational, project management, and problem-solving skills.
Ability to meet deadlines.
Excellent interpersonal, written, and oral communication skills.
Strength in managing situations with diplomacy, even under pressure.
Maintain a positive, professional attitude and presence.
Highly self-motivated, professional, and capable of handling multiple tasks.
Comprehensive knowledge of MS Office, shared drives, and calendars.
Flexibility to work non-traditional hours as needed.
Work Environment
In-Office Position: Work is primarily performed in our office at 3201 South Tamarac Dr., Denver 80231. Work hours are generally during regular business hours, with some evening or weekend work as required to meet the CEO's needs.
Physical Requirements
Frequent sitting and typing. While performing the duties of this job, the employee is regularly required to communicate and use standard office equipment.
Physical Effort/Lifting
The employee may occasionally be required to lift up to 20 pounds.
Accommodation
If requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Benefits and Compensation
JFS offers competitive pay and benefits, including medical, dental, vision, health savings account, flexible spending account, Legal/ID Theft, supplemental insurances, agency-paid Life/LTD, Employee Assistance Programs, 401(k), 16 paid holidays, and a generous leave program.
Salary
$68,000 - $80,000 per year
EEO Statement
JFS is dedicated to the principles of equal employment opportunity in any term, condition, or privilege of employment. JFS does not discriminate against applicants or employees based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, military status, or any other status protected by federal, state, or local law.
COVID-19 Considerations
Completion of the primary COVID-19 vaccination series (per CDC guidance) is required before the start of employment.
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