[Hiring] Executive Assistant II @InnovAge

Role Description

The Executive Assistant II serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive while also serving as a liaison to the board of directors and senior management team. Reports directly to an executive that reports to the CEO. Under the supervision of the Executive, the Executive Assistant II performs a variety of complex, confidential and high-level administrative support duties. The Executive Assistant II also supervises corporate location executive assistants.

Executive Administrative Support – 70%

• Provide primary administrative support to the Matrixed Executive.
• Organizes, prioritizes, and summarizes the content of incoming mail and materials, specially gathered data, special requests and meetings.
• Review, draft, format, edit, and proofread general correspondence, documents, organizational charts, presentations, and other confidential materials.
• Conduct research / collect and analyze data needed for correspondence, documents and presentations.
• Maintains and manages an extremely active Executive’s calendar of appointment in Microsoft Outlook.
• Collaborates with meeting attendees to coordinate dates and times, reserves meeting space, provides the appropriate equipment/materials and provides hospitality services as needed for meetings.
• Initiates, establishes, and communicates department meetings on behalf of the Executive.
• Prepares meeting agendas, takes meeting minutes and follows-up on meeting action items.
• Disseminates information and schedules meetings with Executive’s direct reports.
• Locates documents for review; maintains files and other records.
• Coordinates the Executive’s travel, including making complex and detailed travel plans, itineraries, and agendas.
• Performs credit card reconciliations, prepares mileage and expenses reports on a bi-weekly basis for approval by the Executive.
• Assists with external committee appointments by gathering required information from committee sponsors.
• Collaborates with Governance to ensure that Board related information is updated with Executive’s information.
• Completes projects by assigning work to executive assistant staff; following up on results, provides analytical support on special projects as needed and assigned.
• Serves as internal and external point of contact for Executive as needed.

Supervision – 20%

• Effectively supervises and manages direct reports and provides motivation and direction to employees of the organization.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable state and federal employment laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; recognizing and rewarding employees; corrective disciplinary procedures and practices.
• Ensures annual employee performance reviews are conducted in a timely and effective manner.
• Helps set the tone of the department to ensure morale, teamwork, and that the positive employment culture of the organization is maintained.
• Regularly schedules leadership/management, department, and staff 1:1 meetings to provide leadership, development, and a forum for communication.

Board Support – 10%

• Attends Board meetings and related committees as assigned and takes accurate and thorough minutes of all proceedings.
• Provides support in the coordination of Board related committee meetings as assigned.
• Assembles Board member orientation materials and maintains accurate records.
• Prepares for Board meetings by ordering catering, performing room setup, and arranging for phone attendees and other guests as required.
• Maintains Board meeting schedules and arranges for security of invitees as assigned.
• Orchestrates and distributes Board packets and other agenda materials, as assigned and/or required.
• Collects management reports and any attachments from all Officers and financial statements from the Chief Financial Officer (CFO) as assigned.
• Collects educational and other packet materials and assembles all materials in a consistent and polished format.
• Notes commitments and action items stemming from Board and Committee meetings and assists with follow up as assigned.
• Maintains corporate files for all InnovAge entities, in collaboration with the Corporate Secretary or Executive Assistant as assigned.
• Maintains the conflict of interest spreadsheet and coordinates the annual conflict of interest update process for all InnovAge entity Boards as assigned.
• Coordinates meetings for company Officers to include scheduling events, room setup, arranging for catered services and taking minutes as assigned.
• Provides support with credit card statements, travel arrangements and expense reports for the Executive and Board members as assigned.
• Completes special projects and presentations for company Officers and Board members as assigned.

Qualifications

• Bachelor’s degree from an accredited college/university.
• Minimum of six (6) years of experience as an executive assistant and providing support to senior/executive staff, and Board of Directors.
• Ability to exercise good judgment in a variety of situations.
• A strategic thought process, and the ability to maintain a balance among multiple priorities.
• The ability to work independently on projects, from conception to completion.
• Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• High degree of personal integrity and strong interpersonal skills.
• Exemplary business writing skills for written and electronic communication.
• Strong grammar, spelling, punctuation, editing, proofreading and verbal/written communication skills.
• Excellent verbal communication and presentation skills.
• Current knowledge and experience with the operation of copiers, fax machines, printers, postage meters, scanners and computers.
• Strong knowledge, experience and intermediate to advanced skill level with Microsoft Office Suite.

Requirements

• Bi-lingual (preferred).

Benefits

• Medical/dental/vision insurance.
• Short and long-term disability.
• Life insurance and AD&D.
• Supplemental life insurance.
• Flexible spending accounts.
• 401(k) savings.
• Paid time off.
• Company-paid holidays.