Executive Administrative Assistant to the CEO

Company: Society of Actuaries
Location: Schaumburg
Posted on: November 18, 2021

Job Description:

JOB SUMMARY: Executive Administrative Assistant to the CEO of the association. Provides a wide variety of administrative and project management assistance to the CEO. Provides time management, travel planning, and support for the CEO, as well as support for the CEO's involvement in outside board and other business-related responsibilities. Proactively supports CEO in administration of key functions including meetings and project reviews with senior managers; prepares drafts of email responses and remarks for various requests; prepares presentation decks for meetings and events; and prepares and/or proofreads correspondence from the CEO. ESSENTIAL FUNCTIONS:

• Utilizing principles of effective time management, works with the CEO to manage his/her business calendar including scheduling meetings, conference calls, event participation, and daily time allocations to various activities.
• Makes all necessary travel arrangements for the CEO's business travel, including booking flights and hotels, arranging ground transportation, and otherwise managing travel arrangements. Uses TripIt as an itinerary travel aid for CEO.
• Maintains CEO's travel expenses and credit card receipts for monthly processing and prepares spreadsheet for credit card statements. Prepares and processes all cash reimbursements for CEO's business expenses.
• Reviews and prepares for the CEO's signature all credit card statements, travel approvals, and continuing education approval/reimbursement requests submitted by his/her direct reports. Provides reminders to CEO to approve pending time-off requests from his/her direct reports.
• Works with CEO and with other staff to schedule meetings with his/her direct reports and others as needed to review progress on projects, performance appraisals, and a wide variety of other business matters. Assembles all related background materials needed for these meetings by maintaining daily electronic folders. Works with CEO to manage follow-up on assignments or outcomes from these meetings.
• Prepares PowerPoint slide decks for presentations by the CEO.
• Drafts CEO correspondence, outlines, or supporting material for reports on routine matters.
• Provides administrative support for the CEO's involvement in outside organizations arising out of his/her role as the CEO. Examples include providing scheduling and arranging travel for the CEO's service on outside boards of directors, task forces, and participation in CEO events of the Association Forum and American Society of Association Executives (ASAE).
• Provides support for the CEO in adapting and effectively using all technology systems provided by the SOA for work purposes. Works with the CEO and ITS to ensure that appropriate password and security controls are maintained, appropriate backups are completed as needed, and that new technologies are adopted for the CEO's work in a timely and appropriate way.
• Works with outside vendor, CIBT, to process VISA and Passport applications for CEO and Board Presidents.
• Effectively manages all document filing for CEO utilizing the existing physical filing system in main office and by maintaining the existing electronic daily filing system. Manages updates to Executive File Log in Smartsheet.
• Manages logins, reward cards, and subscriptions for CEO.
• Provides back-up administrative support to the Chief Administrative Financial Officer (CAFO). NON-ESSENTIAL FUNCTIONS:
  • Monitors and accepts Presidential conference room scheduling requests in timely manner.
  • Monitors and requests supplies for Executive kitchen and bathroom.
  • Orders general office supplies for Executive office area. EDUCATION AND EXPERIENCE REQUIRED (an equivalent amount of training, education and experience will be considered):
    • Bachelor's degree highly preferred and a minimum of five years' experience supporting a chief executive or other senior officer in an organization of comparable size and complexity. Previous experience in an association environment with significant volunteer involvement is also highly preferred. The ideal candidate will also have experience working with a board of directors or other significant outside authorities to whom the officer is accountable.
    • Requires excellent written and oral communication skills.
    • Requires excellent organization and project management skills.
    • Demonstrated ability to follow up and keep projects and assignments on schedule.
    • Requires intermediate to expert-level knowledge of Microsoft Office programs (e.g., Word, Excel, Outlook, PowerPoint) and of the use of various mobile communication devices and web applications including Zoom and Microsoft Teams.
    • Requires the ability to adopt and make effective business use of new applications and technologies to support the activities and needs of the CEO. KNOWLEDGE, SKILLS AND ABILITIES:
      • Highly intelligent, perceptive, adaptable, and flexible. Must be highly professional in approach, communication, and bearing. Able to thrive in an environment where change is frequent and responds effectively in a low key and measured way in pressure situations.
      • Requires the ability to exercise significant discretion, confidentiality, and care in the handling of sensitive or confidential business information.
      • Requires an ability to establish and maintain positive, open, and approachable working relationships with volunteer association officers, members of the Board, and other staff. Must have ability to maintain time management priorities and to "say no" as may be needed in a manner that will preserve good relations and strong working relationships.
      • Requires a highly flexible work schedule that can adjust and respond to varying requirements needed to get the necessary work completed. Must be willing and able to provide occasional "off-hours" or weekend support, for example when the CEO is traveling internationally (e.g., different time zones) or during weekend Board and other meetings of the CEO.
      • Must have an executive support presence and approach, including the ability to anticipate and respond to support requirements in advance of their need, including appropriate follow-up.
      • Ability to work well on a team, carrying out one's own duties effectively while working closely with others to achieve team outcomes.
      • Must demonstrate a desire and ability to learn new skills and to assume new assignments as may be required or beneficial for the organization. WORK ENVIRONMENT:
        • Office and occasional remote work environment. The bulk of this position's work will be done on-site in the office environment.
        • Exposure to long periods of sitting
        • Flexible schedule
        • Occasional overtime PHYSICAL ABILITES:
          • Sitting, standing, walking, bending, stooping, liftingThe SOA will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, religion, age, sex, pregnancy, national origin, ancestry, disability (mental or physical), genetic information, military or veteran status, marital status, order of protection status, gender identity, sexual orientation or any other category protected by applicable law. Such action shall include but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

Keywords: Society of Actuaries, Schaumburg , Executive Administrative Assistant to the CEO, Administration, Clerical , Schaumburg, Illinois