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  • Durham, NC

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Executive Assistant

Quality Staffing Specialists • Durham, NC

Posted 2 months ago

Job Snapshot

Experience - 3 years
Degree - 4 Year Degree
$17.00 - $19.00/Hour
Not for Profit - Charitable
Admin - Clerical

Job Description


The Executive Administrative Assistant is the principal aide to the Executive Director/CEO and the Executive Office Staff.  The highly motivated, self-driven,   proactive individual will provide high quality administrative and clerical assistance to the top level executive, executive office members,  board members and society officers.   This position requires a highly organized, energized, super-skilled veteran career administrative professional. The primary responsibilities of this position will be to undertake all administrative requirements of this role, understanding the responsibilities and motivations of the organization's goals and objectives in order to complete tasks on their behalf.


  • Maintains and organizes the schedule of the Executive Director/CEO, including the setting of appointments, scheduling of meetings, and arrangements for travel and accommodations.  The Executive Director/CEO’s schedule is a key and crucial aspect of the job duties of the Executive Assistant and will entail an accurate and detailed itinerary for frequent travel by the Executive Director/CEO.
  • Attendance at assigned Executive Committee, Board of Directors is nessecary
  • Ability to assist is creating, drafting and distributing agendas, minutes and meeting materials at C-suite level is essential

·         Strategically manage and maintain the schedule of the Executive and other executive office staff

·         Creating detailed agendas, meeting minutes, scripts and other task the support Society Governance is essential to the role

·         Anticipate the needs of the Executive Director and Executive Office and provide confidential support while displaying good judgment and discretion; an ability to be independent in daily work is key to the success of the EA

·         As a proactive business partner, represent the ED’s best interest and act as liaison between him and his staff as needed 

·         Arrange and coordinate complex global business travel, quickly and efficiently, handling changes as they occur

·         Plan, coordinate, and execute all types of local and global meetings and events

·         Making travel arrangements to details economically or under budget

·         Compose correspondence and messaging for distribution from the executive

·         Edit documents, as needed

·         • Maintain and follow up on Action Item lists coming out of all meetings

·         Collaborate with the Chief of Staff to research and analyze data and tasks within the context of a project, departmental needs, or company direction and make recommendations for action or changes as appropriate • Handle multiple tasks, switching priorities and focus as needed

·         Work directly with the Chief of Staff as needed on a variety of business requirements related to ED and CEO’s priorities, which may include tracking initiatives and projects, meeting preparations and other types of confidential matters

·         Handle a large volume of incoming communications which includes monitoring email and redirecting as appropriate

·         Accurate and timely handling of expense reports

  • Handles administrative matters, including responding to correspondence and monitoring Executive Office email accounts.   To accomplish the day-to-day administrative functions for this position, the Executive Assistant will develop and maintain a thorough understanding of the inner-office department structure, the governance/committee structure, and programs and issues involving the Society

Job Requirements


·         Proven experience in materials preparation for mid-level to C-suite meetings

·         This position requires exceptional MS Office 2010 skills - Outlook, Word, Excel and PowerPoint proficiency.  

·          The ideal candidate will demonstrate a high level of tact and professionalism, very strong communication skills,

·         The candidate must have the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent.

·          Great attention to detail with the maturity to handle confidential information is a must.




A recognized degree or certification from a business school



·         B. S. degree is preferred

·         Experience in Association/Society Governance and Parlimentary Proceedures a plus



The physical demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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