Assistant to the Chief Operating Officer
Job Details
Experienced
Headquarters - ARDEN, NC
Full Time
4 Year Degree
$36,000.00 - $36,000.00 Salary/year
Negligible
Day
Admin - Clerical
Job Description

Basic Function: Performs a wide range of administrative and office support activities for the Chief Operating Officer (COO); serves as the Corporate Secretary.

 

Responsibilities:

  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
  • Manages COO’s schedule, appointments, and travel arrangements
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and disseminating meeting minutes
  • Completes expense reports
  • Answers, screens, and manages calls to the COO’s office
  • Hosts visitors to the EEI headquarters
  • Assists with gathering reports and preparing the Board Book for each of the quarterly Board of Directors meetings
  • Organizes and attends each of the quarterly Board of Directors meetings
  • Files and retrieves documents and reference materials including the maintenance of official EEI files
  • Communicates verbally and in writing with stakeholders on behalf of the COO
  • Prepares and edits correspondences, mailings, other documents on behalf of the COO
  • Maintains office equipment and supplies for the COO’s office
  • Exercises considerable judgment and discretion in negotiations and contracts with vendors for Board meetings and other events
  • Creates and analyzes reports for events and campaigns including event follow-ups
  • Travels 2-6 times per year for Board meetings, donor events, and as requested to assist the COO
  • Backs-up Customer Service Representative/Receptionist
  • Performs office cleaning tasks according to cleaning schedule
  • Other duties and projects as assigned
Qualifications
  • Bachelor’s degree (B.A.) or equivalent, three to five years related experience or equivalent combination of education and experience required
  • Must have or be able to obtain a valid Passport for international travel
  • Notary Public preferred
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
  • Acute attention to detail and advanced clerical skills
  • Advanced written and verbal communication skills; ability to produce professional reports and correspondences free of grammatical, spelling, and punctuation errors
  • Ability to work on complex projects with general direction and minimal guidance
  • Strong organizational, problem-solving, and analytical skills
  • Knowledge of office administration and procedures, data entry, and general bookkeeping procedures
  • Professional appearance and demeanor
  • Ability to manage a broad variety of projects simultaneously and work within deadlines
  • Ability to work independently and as a member of various teams and committees
  • Strong interpersonal skills
  • Demonstrated creativity and flexibility
  • Ability to effectively communicate with people at all levels and from various backgrounds
  • Ability to maintain confidentiality
  • Good judgment with the ability to make timely and sound decisions
  • Commitment to excellence and high standards
  • Proficient in relevant computer applications, including DDSE, Microsoft Office Suite, Google Apps, and the internet; experience with Mac OS is preferred

 

Key Competencies:

  • Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives, organizes or schedules other people and their tasks; develops realistic action plans.
  • Judgment: Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
  • Dependability: Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to work hours necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
  • Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
  • Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
  • Quality Management: Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
  • Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; respects diversity.
  • Oral and Written Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
  • Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
  • Diversity and Ethics: Shows respect and sensitivity for cultural differences; treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
 

Relationships:

  • Maintains a healthy relationship with God and an exemplary Christian testimony
  • Maintains a healthy relationship with family members (i.e., spouse and children as applicable)
  • Functions as a responsible member in good standing of a local church
  • Participates in the EE ministry in a local church
  • Reports to the COO
  • Willing and able to cooperate with the leadership and policies of EE
  • Relates well and communicates clearly with all EE staff and ministry contacts

 

Physical Demands and Work Environment: While performing the duties of this job, the employee is frequently required to do the following:

  • Occasionally required to stand
  • Occasionally required to walk
  • Continually required to sit
  • Continually required to utilize hand and finger dexterity
  • Occasionally required to climb, balance, bend, stoop, kneel or crawl
  • Continually required to talk or hear
  • Occasionally required to lift/push light weights up to 25 pounds
  • Specific vision abilities required for this job include close vision, distance vision, peripheral, depth, and ability to adjust or focus
  • Utilize visual acuity to operate equipment, read technical information, and/or use a keyboard 
  • The noise level in the work environment usually is quiet

 

FLSA: This position is full-time, exempt, salary, Monday – Friday, 8:30 am – 5:00 pm.

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