| Description |
IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
| Location: |
White River Junction, VT |
| Exempt/Non-Exempt: |
Exempt |
| Benefits: |
Full Benefits Package |
| Employment Type: |
Full Time |
| Department: |
Executive |
| Description: |
Provides detailed and general administrative support to the Chief Executive Officer; organizes and supports Board functions and needs. Maintains corporate and Board files.
Work Schedule: Monday through Friday – 8 am to 5 pm, and additional hours when required. Checking of email/voice mail/texts as required during off hours. |
| Duties: |
1. Manages the CEO’s internal and external communications including; incoming calls, postal mail and email, responding, filtering, and referring when needed and appropriate.
2. Draft, edit and proof selected CEO correspondence, memorandums and reports as designated by the CEO.
3. Communicate CEO's information and requests to other members of management and staff as directed
4. Manages the CEO’s calendar including; scheduling appointments and meetings in line with organizational priorities.
5. Manage the CEO’s MS Outlook, ACT and NetSuite CRM databases.
6. Tracks progress and maintain schedule on CEO special projects.
7. Organize meetings and events under the auspices of the CEO such as weekly senior management meetings, and larger internal events, preparing agendas, recording minutes, tracking documents and deadlines and providing any follow-up as needed.
8. Organize reception and schedules for visitors to the Executive office.
9. Manages the CEO’s speaking engagements at conferences and events.
10. Manage all domestic and international travel arrangements for the CEO and staff members traveling with the CEO. Also coordinate travel for all current and potential employees through travel agency.
11. Prepare logistics information and papers for trips for CEO and staff members traveling with the CEO, as appropriate.
12. Ensure that the CEO is adequately prepared and has appropriate briefing papers for all meetings in a timely fashion.
13. Maintain a quality filing and communications system for the Executive office, including confidential issues.
14. Establish a system of institutional archives of all important documents of the Board and Executive office.
15. Work with general office administration as possible to optimize and accomplish general administrative and office tasks. On occasion, assist with CEO personal errands—car maintenance, dry cleaning, etc.
16. Performs all duties in a safe manner.
17. Direct support to the Board of Directors, including:
a. Manage meeting logistics, travel, accommodation and catering for board meetings and events.
b. Record and distribute minutes at board meetings.
c. Assist Board Members with information, correspondence and communications as needed and necessary.
18. Maintain strictest confidentiality of all corporate and third-party information
19. Maintain CEO expense and credit card reports with Accounting Department.
20. Maintain corporate records and licensing. Ensure outside counsel has proper copies and all documents are properly filed.
21. Support general office administration as approved by CEO.
22. Occasional personal errands to support CEO's time.
23. Performs other duties as required or assigned. |
| Qualifications: |
• Firm understanding of general business, organizational structures and Board procedures.
• Ability to manage up.
• Excellent verbal and written communication skills.
• Ability to work independently, as well as part of a team.
• Ability to learn new skills and processes on the fly.
• Ability to thrive in a fast paced and energetic environment.
• Excellent inter-personal skills
• Ability to anticipate, coordinate and facilitate activities with colleagues.
• Excellent organizational skills and very strong attention to detail.
• Ability to handle sensitive and confidential information and situations with diplomacy and strictest confidentiality.
• Ability to be flexible and assist in other duties where there are deadlines or unusual situations that require attention, as well as, perform other related duties and special projects as assigned.
• Ability to work effectively and collaboratively in support of building a team-based culture of work, will performing all duties appropriately and professionally for an entrepreneurial, start-up environment, treating all persons with dignity and respect, and will be familiar with and committed to groSolar’s mission and goals.
• Proven project management and delivery experience.
• Experience capturing and synthesizing complex organizational issues briefly and comprehensibly in meeting minutes.
• Demonstrated ability to effectively and efficiently manage multiple tasks and complex logistics in a fast-paced environment.
• Ability to research on the Internet and summarize findings.
• Consistent levels of care on both complex and rote procedures and tasks.
• Ability to represent the CEO in the office while he is away.
• Ability to lead by example in corporate spirit, work ethic,and professionalism.
EDUCATIONAL/EXPERIENCE REQUIRED:
• Bachelor’s degree or equivalent professional training.
• Five to seven years prior experience supporting Chief Executive or Senior Level staff.
• Highly experienced in Windows and Microsoft Office Applications (Word, Excel, Outlook, PowerPoint)
• Ability to learn new systems and programs quickly |
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