Grinnell Chamber

Executive Assistant to the CCO

Full time
Posted: 12/28/2021
Grinnell, IA
Human Resources

Description

Adventure Summary

The purpose of the position is to perform senior level administrative and general office duties for the Chief Customer Officer. Manages schedule, arranges appointments, travel, meetings, conference calls, etc. Work requires some analysis and use of initiative and independent judgment. Requires extensive knowledge to perform a variety of non-routine duties and resolve problems that vary in nature and complexity. May assist in projects of moderate complexity. May compose routine correspondence, standard and ad hoc reports, and other materials. Maintains professional demeanor and uses tact, discretion and confidentiality at all times. Recognized as an advanced individual contributor. Works with limited supervision with some latitude for independent judgment. May assist less experienced peers.

Main Duties & Responsibilities:

  • Responsible for managing all facets of CCO schedule, including commitments to internal and external organization, to ensure optimal use of time including but not limited to:
    • Schedule set up and schedule adherence
    • Organization of all routine and non-routine activities
    • Preparation of materials
    • Preparation of communications and technology requirements
    • Coordinating venue, facilities and other accommodations
    • Ensuring CCO is in the right place, at the right time, with the right materials and information, and is briefed on the purpose and intentions of all meetings prior to meeting times, and may include preparing executive summaries.
  • Responsible for ensuring the accurate and on-time execution of secretarial and administrative duties such as transcription, file and document management, answering phone calls, screening calls, responding to requests from third parties that do not require CCO intervention and are role appropriate, processing outgoing mail, etc., whether performed by self or others.
  • Works with family officer including family members to provide confidential administrative services.
  • Prepares reports as needed
  • Compiles, stores and retrieves management data
  • Reviews and directs invoices for approval and signature
  • Gathers relevant information and uses it to provide a fact-based rationale for decisions and actions
  • Maintains knowledge of processes and procedures
  • Arranges appointments for CCO with internal and external personnel
  • Responsible for making and managing all travel details to ensure travel runs according to plan, meets quality standards, and is error free.
  • Travels with CCO as needed to coordinate activities
  • Manages Resources and Projects
  • Plans, schedules and coordinates the work of self and others
  • Organizes materials and activities to accomplish goals efficiently and effectively
  • Makes progress on multiple tasks without letting any 'slip through the cracks'
  • Uses planning materials such as day planners or computer programs to keep track of and plan ahead for deadlines and obligations
  • Responsible for planning, budgeting, implementing, directing, evaluating and revising company events related to employee relations activities
  • Interviews, selects, and manages third party services and ensures adherence to budget and terms of contract within the scope of the event
  • Works on a variety of projects as assigned
  • Understands and demonstrates behaviors that reflect Brownells' culture and values to all internal and external contacts.
  • Applies an understanding of the organization's formal structure, policies, regulation and products/services to accomplish work tasks efficiently
  • Reinforces values of CCO's high standards of ethical behaviors, acting with honesty and integrity, and through diplomatic and respectful communications.
  • Maintains an understanding of the core values of the organization and acts in ways that are consistent with it.
  • Makes a good impression by presenting an image and personality that quickly gain the respect and good-will of others by:
    • Understanding the needs and concerns of others
    • Exhibiting a polished presence
    • Exuding confidence and encouraging it in others
    • Using active listening and assertive speaking techniques
    • Conveying a sense of concern for the well-being of others
  • Builds and sustains positive professional relationships that are helpful in the pursuit of achieving goals
  • Gains the trust of all stakeholders by being honest, ethical and accountable:
    • Behaves consistently and predictably
    • Proves dependability by always following through on commitments
    • Demonstrates a high standard of ethical behavior
    • Keeps sensitive information confidential
  • Works collaboratively with others
  • Understands and meets the requirements, expectations and needs of both internal and external customers
  • May mentor and assist less experienced peers and display leadership as needed
  • Performs secretarial and administrative duties such as transcription, file and document management, screening calls, responding to requests from third parties that do not require CCO intervention and are role appropriate
  • Reviews and answers correspondence
  • Coordinates all postal records and services
  • Collects and organizes information via e-mail and distributes to appropriate party
  • Handles requests for administrative services such as mailing, bindings, and data-entry
  • Coordinates and notifies others of meetings and distributes minutes
  • Coordinates collection and preparation of operating reports
  • Directs service, such as maintenance, repair, supplies, mail and files
  • Performs special projects and assignments as needed
  • Manages and processes personal administrative activities for CCO
  • Maintains knowledge of the technology required for success in the role

Requirements

Education and Experience

  • Relevant experience preferred
  • BA/BS degree in related field preferred
  • Meeting coordination
  • Procedural knowledge
  • High School Diploma/GED or equivalent

Knowledge & Skills

  • Excellent Organizational skill
  • Effective communication
  • Project Time Management
  • Active listening skills
  • Gathering and using information
  • Microsoft Office Software
  • Excellent telephone skills
  • Prioritizing
  • Teamwork / collaboration
  • Decision making
  • Business writing
  • Time management
  • Skilled in diplomacy and tact

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