Executive Assistant to the Chief Executive Officer
Please note: Never-Ending Grace Corporation is a faith-based organization committed to following the teachings of Jesus Christ as found in God’s Word, the Bible. Our mission is to treat everyone with the love of Jesus.
General Job Description
The Chief Executive Officer of Never-Ending Grace Corporation is its most senior and busiest manager. The CEO manages business operations, plans market strategy and is accountable to the Chairman of the Board of Directors. The Executive Assistant to the Chief Executive Officer is a very important role. Executive Assistant takes care of administrative and organizational duties, freeing the CEO to focus on managing the organization. An experienced Executives Assistant is best suited for this position as the individual will be sharing much of the pressure and long hours of the CEO's job.
While a bachelor’s degree is preferred, an associate degree is acceptable with previous work experience. Three to five years of experience supporting managers is desired.
Responsibilities and Duties
The Executive Assistant must agree with Never-Ending Grace Corporation’s Purpose, Mission, and Statement of Faith, and adhere to the goals and philosophies of the corporation.
The core duties of the Executive Assistant are administrative. The Executive Assistant will manage the CEO’s office and organize that individuals’ appointments and meetings as well as arranging for the proper meeting rooms/facilities. A key task will be ensuring that the meeting room/facility is properly equipped, for example, with video conferencing equipment. The Executive Assistant will have to schedule meetings and ensure notice goes out to all attendees. Managing the CEO's hectic schedule is another important duty. An important and recurring duty will be resolving schedule clashes. The Executive Assistant will also be asked to communicate directly to the Board of Directors on behalf of the CEO.
Communication will be ongoing in the office of the Chief Executive Officer. The Executive Assistant, will screen incoming calls, take notes regarding essential information, and prioritize the calls to be returned by the CEO. E-mail traffic will be very heavy as well, prioritizing a list of replies that must be made by the CEO personally will be required. Replying to the non-priority emails is the responsibility of the Executive Assistant. Additionally, the Executive Assistant is responsible for keeping all corporate documents including charters, policies, and board meeting minutes current and readily available.
It is the responsibility of the Executive Assistant to manage the schedule and workload of the Chief Executive Officer and ensure that he/she is adequately prepared for meetings. Prior to meetings, the Executive Assistant will prepare the meeting agenda and provide needed background information to the CEO. It is also the Executive Assistant’s responsibility to ensure the CEO is briefed on the daily schedule including times and locations.
It is the responsibility of the Executive Assistant to arrange travel and logistics whenever needed by the Chief Executive Officer. This includes booking flights, transportation rental and hotel accommodations. Providing needed background information and completing expense reports for reimbursement after the trip are also the responsibility of the Executive Assistant.
The Executive Assistant also interacts with the Chairman of Board of Directors and the Board of Directors. Scheduling board meetings, handling logistics of board meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries from board members are all the responsibility of the Executive Assistant.
A successful Executive Assistant needs a varied skill set. A superb organizational ability is vital to managing the Chief Executive Officer's office. Flexibility and outstanding problem-solving skills are extremely important. The Executive Assistant will need stamina and dedication.
Strong computer skills with the ability to type 60 words per minute, manage upwards, handle confidential information, and multitask. Personal attributes such as discretion, a high level of professionalism, strong attention to detail, organization and written and verbal communication skills are also sought.
The Executive Assistant also provides general administrative and clerical tasks such as answering phones, faxing, mailing, filing, scanning, and photocopying. The Executive Assistant may be required to arrange logistics for visitors, coordinate conference calls, transcribe notes and enter correspondence.
Desired Spiritual Gifting: Administrator, Compassion, Perceiver, Server
The Executive Assistant to the Chief Executive Officer of Never-Ending Grace Corporation provides high-level, confidential administrative support to the office of the Chief Executive Officer. Duties are clerical, administrative, and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. This position is often privy to confidential information and as such, requires diplomacy and discretion.
It is the policy of Never-Ending Grace Corporation that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of Never-Ending Grace Corporation to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. Never-Ending Grace Corporation is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact Never-Ending Grace Corporation, PO Box 13736, Milwaukee, WI 53213, phone 414-430-5800.
The Executive Assistant to the Chief Executive Officer’s salary based on industry standards as well as previous experience will have a starting range between $55,000 and $65,000 per year. The fast-paced office environment may require overtime and weekends as needed and involve accompanying the Chief Executive Officer on travel. The Executive Assistant will also receive the Never-Ending Grace Corporation benefits package (see attached).