Executive Administrative Assistant – HR Support
Reports To: Human Resources Director
FLSA Status: Exempt
The Executive Administrative Assistant to the President/CEO and the Human Resource Director supports the mission of ICF by consistently providing excellent, efficient, proactive and responsive administrative services to the President/CEO, the Director of Human Resources and the Board of Directors. The incumbent manages correspondence, calendars, travel logistics and schedules meetings for the CEO/President. The incumbent will also schedule routine meetings; assisting with onboarding new employees, recruitment activities, employee special events and assist with benefits administration. This position will implement logistics for Board meetings and keep minutes at these events.
Essential Duties and Responsibilities:
The position performs these duties on a regular basis. Actual day-to-day assignments may differ.
Administrative support for the President/CEO:
- Provide expert and confidential support and assistance.
- Proofread and edit correspondence, reports and other documents to ensure correct layout, grammar, sentence structure, spelling and punctuation.
- Use Microsoft Office suites to create or customize tables, charts, templates, forms or other complex documents; creates, modifies or runs macros; performs mail merges.
- Using Outlook, manage calendar, appointments and external contacts for President/CEO. Proactively understand who these constituents are, which are priority contacts, and tracking periodic communication needed for priority contacts.
- Processing department financial transactions, including preparing expense reports.
- Coordinate President/CEO travel and meeting arrangements.
- Professionally communicate with high-level donors and partners, to ensure appointments are made both on-site and off-site for President/CEO.
- Provide high-level hosting skills when VIPs are on-site with President/CEO, and help host when they are on-site.
- Enter President/CEOs meeting and notes into Raiser’s Edge.
- Schedule and coordinate meeting logistics, compile and distribute meeting agendas, prepare meeting materials, and deploy and coordinate on-site requirements for President/CEO.
- Support the CEO/President with budgeting, master planning and strategic planning process as needed.
- Maintain the efficient and effective flow of documents into and out of the office.
- Perform miscellaneous clerical duties, including data entry, photocopying, filing, collating, handling departmental mail and faxes and distributing materials.
Administrative support to the Board of Directors:
- Manage effective contacts and relationships with Board members by maintaining close contact with the Board Chair. Facilitate all meetings including orientation for new Board members. Monitor terms and committee assignments of Board members and maintain attendance records and bios/personal records of Board members.
- Act as the lead in the preparation and execution/coordination/orchestration of quarterly Board meetings, including on-site, off-site and telephonic Board meetings. Includes evening and weekend work.
- Primary person responsible for collecting and preparing reports from staff and Board members, and the publishing and timely distribution of the Board Packet prior to the meeting.
- Assist the Secretary of the Board in taking notes and producing official minutes for Board meetings.
- Arrange and maintain logistics for Board members including travel, lodging, meals, meeting facilities, transportation and any other assistance required.
- Schedule Board committee meetings and distribute agendas.
- Ensure legally necessary actions and resolutions are accomplished timely.
- Maintain an electronic file of Board member & Board Committee information and documents.
Administrative support Human Resources
- Coordinate activities related to the arrival of new employees and interns, staff departures or changes.
- Administer employee announcements and other internet communications as directed.
- Assist in recruitment activities to include posting job advertisements, organizing incoming resumes, tracking applicants and conducting reference checks.
- Manage employee/intern departures and associated task lists.
- Assist with employee/intern relations and special event activities, e.g. acknowledgments, orientations, luncheons, holiday party, intern presentations, etc.
- Track employee forms, i.e. insurance enrollment, performance reviews and conflict of interest information.
- Initiate onboarding actions for new employees and interns, e.g. create personnel files, schedule new hire orientations, manage and direct the flow of new hire paperwork and action items.
- Manage and update organizational charts and staff contact lists.
- Assist the Finance department in the reconciliation of insurance invoices.
- Oversee the ICF Employee Recognition Program.
- All other duties as assigned.
- Administrative Associate degree or equivalent.
- Five years or more of related administrative experience in an office environment.
- Knowledge of current administrative practices, procedures and technologies.
- Ability to preserve and maintain the highest degree of confidentiality with poise, tact and diplomacy.
- Expertise in Microsoft Office Suite products.
- Experience handling multiple demands simultaneously by organizing, prioritizing competing deadlines and completing work accurately and timely.
- Accurately type 50 words per minute.
- Written communication skills, including the ability to effectively draft, proofread and edit routine correspondence and reports in a clear, concise, logical and effective manner while utilizing proper grammar, spelling, punctuation and sentence structure.
- Excellent verbal communication skills, including communicating effectively and persuasively.
- Experience managing event logistics and meeting coordination.
- Experience coordinating travel arrangements.
- Identify problems; collect, organize and analyze information, and make appropriate decisions or recommendations within the defined scope of responsibilities.
- Attentive to detail and thoroughness, using intuition and experience to complement data.
- Able to make decisions with information provided and with limited input from others.
- Flexibility to work the number and schedule of hours needed to accomplish regular and ad hoc responsibilities.
- Work as a constructive member of a team, including the free sharing of information and technical expertise as needed.
- Self-driven, works independently, efficient at managing own time, work well without constant supervision.
- Quickly, effectively and continually adapt to changes in work duties, processes and technologies.
- Valid Wisconsin Drivers License and access to a vehicle.
Preferred Experience and Knowledge:
- Knowledge of and ability to effectively utilize Zoom, Skype, Visio or other non-standard software.
- Knowledge of and ability to utilize Raiser’s Edge fundraising software.
- Experience providing administrative support to an executive and/or Board of Directors.
- Experience with a conservation non-profit.
Physical Abilities and Work Environment:
The physical abilities and work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to talk and hear.
- Ability to use hands and fingers to type, answer the phone and make phone calls.
- Ability to sit for long periods of time.
- Ability to lift or move up to 20 pounds.
- Occasionally required to stand; walk; reach with hands and arms.
- Office environment with a comfortable office climate and limited noise.
- Ability to work on 3-4 weekends a year.
ICF offers a competitive salary and benefits package.
To apply send cover letter and resume to email@example.com
Please list subject: Executive Administrative Assistant
The International Crane Foundation is an equal opportunity employer