Executive Administrative Assistant

Hyannis, MA 02601

Posted: 09/24/2018 Industry: Non Profit Pay Rate: 18.00-20.00

 Primary Roles & Responsibilities: 

  • Maintain the CEO’s schedule, including day-to-day and long-term management of meetings, projects, and priorities
  • Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants
  • Maintaining contact information for board of directors, community agencies and other contacts
  • Ensure CEO is prepared for upcoming appointments by gathering materials necessary for each meeting
  • Serve as the first point of contact for a wide variety of high-level relationships between CEO and external contacts
  • Handle phone, email and postal mail inquiries and respond appropriately
  • Process invoices for payment working closely with the finance department
  • Draft and edit correspondence, articles, reports and presentations; transcribe meeting notes, some which may be after hours
  • Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines
  • Supervise and support front desk staff, including coverage of front desk


Candidate Profile: 

  • Utilize analytical skills and a demonstrate broad understanding of the business to effectively interpret and anticipate needs
  • Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction
  • Works effectively without constant and direct supervision or guidance
  • Demonstrate flexibility in the face of change
  • Project a positive demeanor regardless of changes in working conditions
  • Work effectively without constant and direct supervision or guidance
  • Interact professionally all employees, volunteers and vendors at all times
  • Promptly respond to requests with accuracy and a courteous demeanor
  • Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.
  • Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills


Summary of Qualifications: 

  • You have proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail and the belief that no task is too big or too small
  • You have superb communication skills (oral and written) with a confident, concise, clear and compelling style
  • Proficient in all MS Office applications including, Word, Excel, PowerPoint
  • Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders.
  • Must also demonstrate ability to maintain confidential/sensitive information.
  • Skilled in all aspects of planning and project management/Able to take an idea from concept to completion.
  • Resourceful, strategic problem-solving ability with a fun, positive “can do” attitude and fun sense of humor

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