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Administrative Duties:
- Composing and distributing internal and external correspondence on behalf of the President/CEO and Executive Staff.
- Typing reports and documents.
- Disseminating error free material.
- Maintaining effective document retrieval system for the President/CEO and Executive staff.
- Safeguarding all confidential materials; maintain confidentiality of personal or sensitive matters.
- Appropriately distributing mail throughout the President/CEO’s office.
- Serving as back-up Administrator of the Board of Directors’ software package.
- Accurately preparing minutes from all Board, Committee, and special meetings as needed.
- Assisting in Uploading all Board of Directors’ and committee meeting documents on Directors’ software package prior to meetings and providing any necessary hard-copied documents for each Director as needed.
- Assisting in Maintaining and accurately tabulating per diem forms for Directors’ meetings, expenses, etc. incurred each month and coordinating promptly with accounting to ensure timely payments are made as needed.
- Assist in Preparing corporate documents and resolutions as needed.
Receptionist Duties (all duties will be to assist the Director of Executive and Board Relations)
- Pleasantly greet and promptly accommodate all visitors to the Executive Offices.
- Consistently maintain a professional and courteous manner and business appearance.
- Promptly answer incoming calls.
- Make appointments and reservations for the President/CEO and Executive Staff.
- Provide timely reminders of important dates and events to the President/CEO and Executive Staff.
- Personally resolve as many business calls as possible. Transfer others of a minor nature to appropriate personnel. Refer remaining calls to the Director of Executive and Board Relations.
- Make meeting registrations, travel arrangements and reservations for the President/CEO, the Board of Directors, and Executives as needed.
Communications:
- Assist with communication between the Board of Directors, staff, and members.
- Communicate with the Board of Directors to provide administrative support, resolve problems, and ensure effective working relationships.
- Promptly and accurately relay all messages.
- Consistently maintain a current knowledge and up-to-date copies of board policies, bylaws, and procedures.
- Promptly report concerns and potential problems to the Director of Executive and Board Relations.
- Assist the Director of Executive and Board Relations in communicating with other personnel as necessary in resolving problems for the President/CEO in his/her absence.
Meetings:
- Assist with the Taking and transcribing of minutes of the Audit and Finance Committee meetings, the Policy & Public Relations Committee meetings, the Annual Meeting, and other special meetings; compile and ensure minutes are complete, concise, and error free and reflect actions taken in the meetings.
- Maintain official business records.
- Coordinate pertinent agenda items to ensure matters are handled in a timely manner.
- Assist with Coordinating and assisting staff, directors, or guests at meetings with presentations.
- Assist with Maintaining a board calendar on Directors’ software package and assist Directors with operational issues of software, when needed.
- Oversee inquiries and application requests for the GreyStone Foundation; prepare minutes and attend Foundation Board meetings; prepare per diem and provide refreshments as needed.
Safety and Corporate Standards:
- Perform all work in a safe manner, encouraging others to do the same, and report unsafe situations, environments, and work procedures.
- Abide by all corporate standards, policies, bylaws, rules, and regulations.
- Complete all assigned work in an accurate, timely, and efficient manner.
- Maintain a neat and orderly work area.
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- Bachelor’s degree from an accredited college or university in business or related field strongly preferred.
- Minimum of five years of general office or administrative experience which includes successfully interacting with the public, vendors, and senior staff preferred.
- Previous utility industry experience.
- Achieved Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation.
- Previous executive level administrative support experience.
Skills:
- Demonstrated experience in handling confidential information.
- Demonstrated application of good human relations.
- Basic knowledge of finance, economics, business law, communications, and management.
- Demonstrated expertise in office procedures and administrative secretarial functions.
- Proficiency with general office equipment.
- Excellent oral and written communication skills utilizing proper grammar, punctuation, and syntax.
- Attention to detail leading to error-free work is a must.
- Excellent organizational and planning skills.
- Excellent decision-making skills.
- Excellent keyboarding skills.
- Demonstrated working knowledge of Word, Excel, Outlook, PowerPoint, and investigative research on the Internet.
- Ability to work well independently and in team situations.
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