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International Association of Administrative Professionals
Kansas City, Missouri, United States
25 days ago

Description

JOB PURPOSE:  The Executive Admin provides administrative support and strategic partnership to the Chief Executive Officer, Chief Operating Officer, and Chief Experience Officer. This includes but is not limited to: proactively anticipating needs while managing the day-to-day workflow and prioritizing various projects; email and calendar management as needed; preparing materials for meetings; synthesizing meeting notes; and governance/board support.   



Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

  • Acts as first point of contact for all inquiries of the CEO, COO, and CXO. This position acts as the gateway to access all members of the C-Suite
  • Maintains CEO email inbox, responding to inquiries timely and in the tone, spirit, and style of the CEO. May also manage emails for COO and CXO periodically.
  • Maintains CEO schedule, including day-to-day management and long-term management of meetings, projects, and priorities. May also manage schedules for COO and CXO periodically.
  • Prepares materials, gathers pertinent information (research), and develops execution plans for meeting presentations and facilitations.
  • Coordinates CEO schedule and travel schedule/arrangements, ensuring CEO’s time is maximized effectively. May also manage travel for COO and CXO.
  • Facilitates, builds, and monitors relationships on behalf of C-Suite.
  • Drafts and edits correspondence, reports, marketing materials, articles, publications, and presentations on behalf of C-Suite.
  • Synthesizes meeting action items, outcomes, and provides comprehensive meeting notes.
  • Maintains constant partnership with the staff team for continuity, alignment, and support of the C-Suite.
  • Acts as staff liaison and administrative support to the IAAP Board of Directors; includes minute-taking, board material production, and meeting materials distribution.
  • Acts as staff liaison and administrative support to the Governance and Leadership Committee; includes minute-taking, meeting material production and distribution, and managing the election process for all IAAP elections alongside IAAP’s contracted third-party election vendor.
  • Acts as staff liaison and administrative support to the Diversity, Equity, and Inclusion Committee; includes minute-taking and meeting material production, and meeting material distribution.
  • Manages the RFP process every three years for IAAP’s third-party election vendor and provides management with a report and recommendation for decision.

QUALIFICATIONS:  To perform the job successfully, an individual should have the following education, experience, competencies and language skills:

Education

  • Requires a high school diploma
  • Bachelor’s Degree in Business, Administration, or similar field required, or a combination of the equivalent in specific work-related experience and commensurate work history.
  • CAP designation preferred; if not a CAP designee, required within 18 months of hire date 

Experience

  • Three to five years of executive administrative support preferred.
  • Requires intermediate to advanced knowledge of Microsoft Office Suite.
  • Requires advanced knowledge of Microsoft Outlook for calendar management. 

Competencies

  • Must be self-directed and able to work independently.
  • Must value and respect the administrative profession.
  • Must exhibit a professional image, customer empathy, and exceptional service attitude.
  • Listens and responds effectively to questions; resolves problems within the parameters of good accounting practices.
  • Requires strong attention to detail, good organizational skills with a high degree of accuracy along with ability to set and adjust priorities effectively.
  • Must exhibit initiative, able to use good judgment, problem solving skills and take appropriate action.
  • Ability to analyze and interpret information and apply to current situations.
  • Must be able to work effectively as an individual contributor and within a team to support positive outcomes.
  • Ability to maintain confidentiality.
  • Ability to be flexible and change priorities and direction as needed; adept at multitasking with ability to remain calm under stress, chaotic situations and tight deadlines 

Language Skills

  • Requires strong written and verbal communication skills.
  • Must present a professional approach in all communications. Uses consideration and tact when providing denial information to candidates.
  • Ensures understanding by asking clarifying questions and restates understanding for confirmation. 

ACCOUNTABILITIES AND MEASURES 

  • Accuracy of work
  • Meet deadlines
  • Ensure proper customer interactions

Job Information

  • Job ID: 58486071
  • Location:
    Kansas City, Missouri, United States
  • Position Title: Executive Admin
  • Company Name: International Association of Administrative Professionals
  • Industry: Non-Profit / Charity
  • Job Function: Executive Assistant
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: 3-5 Years
  • Required Travel: 10-25%

Please refer to the company's website or job descriptions to learn more about them.

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