Executive Assistant/Corporate Secretary
📋 Role Overview & Responsibilities
Job Summary:The Executive Assistant will work closely with the President & CEO and is responsible for managing a calendar with a heavy schedule and activities. Must be highly professional, organized, and be able to juggle multiple priorities, work independently and be a self-starter.
Qualifications & Preferred Education Required:AA or BA degree with 2-years related experiencePrior Executive Assistant experience with a high-level executive that has a full scheduleFlexible and experienced in organizing a constantly evolving scheduleBe able to problem solve, think quickly, and make decisions independentlyDetail oriented, accurate, high level organizational and time management skillsAble to multitask and juggle prioritiesExcellent communication skills and comfortable communicating with high level executivesA professional presence and ability to represent the organization at public events
Essential/Primary Job Duties:Responsible for handling President’s calendar and appointmentsHandles high volume scheduling and tracks frequent schedule changes especially during legislative sessionOrganizes weekly staff meetings that revolve around the President’s calendarServes as the Corporate Secretary for the Executive Committee and Board of DirectorsCoordinate Committee and Board meeting logistics, prepare all meeting materials, attend meetings, and transcribe minutesMaintain all Board related documents and files - meeting schedules, term limits, conflict of interest, contact information and other relevant documentsAssist with oversight of Chamber contacts and agreementsAssists with internal company functions such as team building and staff eventsCollaborate with other team members on projects and eventsAssist with Chamber Signature Events, including but not limited to, Annual Membership Luncheon, Golf Tournament, Employment Law Seminar, Hawaii on the HillParticipate in strategic planning and executionMaintain strong working knowledge of all Chamber products, services, and programsHandle confidential information with discretion and professionalismLiaise with internal departments and external stakeholders on behalf of executiveAnticipate the needs of the executive and proactively solve problemsSupport with updates and maintenance to the Phone SystemMange Xerox and manage supply ordersManage Supply inventory and orderingAssist in maintaining neat and clean office environment, including kitchen, and inventorying and ordering supplies.Perform other duties as assigned.
Skills:Proficient in MS Office: Word, Excel, Power Point: Outlook experience with full extent calendaring features
Other Requirements:Normal business hours, with some early morning, evening, and weekend hoursVehicle and valid driver’s licenseAble to lift 25 pounds
Annual Starting Salary: Commensurate with experience.
Benefits: Medical and Dental, Disability and Long-Term Care Insurance, 401K, Paid Time Off, 16Paid Holidays Annually, Reimbursement for Qualified Expenses and Mileage, Parking.
All offers are contingent upon successful completion of background and reference checks.
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