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Company Name : Historic District Development Corporation
Location : Atlanta, GA 30312
Position : Executive Assistant to CEO
Job Description : POSITION SCOPE: The Executive Assistant provides high-level varied and complex administrative support to the Board, President and Staff of Historic District Development Corporation (HDDC). This position requires the frequent use of tact, discretion, independent judgment, knowledge of the corporation’s activities and the ability to conduct independent projects. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates outreach and external relations efforts and oversees special projects. This position manages sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the HDDC’s global operations.ESSENTIAL DUTIES: Provides day to day assistance to the President by researching and managing specific projects and responding to high-level and routine administrative mattersManages and sustains a daily calendar of meetings and eventsPrepares Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents to support HDDC’s objectivesArranges travel and accommodations and prepares expense report for PresidentScreens incoming telephone calls; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staffDrafts and prepares correspondence for internal announcements, board meetings, and organizations that the President is involved withManages the President’s contactsAssists in preparing and managing presentations and decksResponds to emails/texts/phone calls, inside and/or outside regular business hours as requiredWelcomes the President’s guests by greeting them, in person or on the phone, answering or directing inquiriesRepresents HDDC and the President in a positive light through excellent independent follow-through skills and sound judgmentResearches, analyzes and compiles information proactively for projects, reports and documents in anticipation or advance, thereby conserving President’s time.Completes ad hoc projects as assigned – such as personal events and/or family needsPrepares position descriptions for each staff position updating when necessary but at least on a yearly basisAttends HDDC Board and other meetings at the request of the President and takes notes/minutes when necessary; submits minutes/notes to the President for review and approvalSources new vendors, gathers quotes, and manages vendor interactions (computer, telephone, National Park Service) to ensure that office systems are working properlyManages and coordinates HR programs with appropriate vendors keeping President informed of status and any special issues that might arise.Manages and coordinates payroll with Finance Director and maintains Time and Attendance sheets for HDDC staffManages, coordinates and schedules trainings, conferences, special meetings for President and HDDC staffCoordinates and manages logistics related to maintenance of office spaceServes as Compliance Officer responsible for submitting funder compliance reports; and maintains appropriate documentation as required by fundersProvides assistance to Resource DevelopmentAttends after-hours and off-site HDDC related or sponsored functions as requiredPerforms other related duties as assignedPREREQUISITE KNOWLEDGE, SKILLS, AND EDUCATION: Bachelor’s degree in business-related field preferred; High School diploma or G.E.D. requiredMinimum 5 years of related experience required in working in an executive assistant role supporting C-Level executives, requiredExperience working with a Board of Directors, and the preparation of agendas and minutesAdvanced level of proficiency with Microsoft Office SuiteTechnologically savvy to be able to grasp new technology quicklyExcellent verbal English communication and customer service skills with ability to communicate and interact with people of all levels in a confident and professional mannerExcellent time management skills with proven ability to meet deadlinesClear, pleasant speaking voice; easy to understandRespect for confidentiality and discretion to handle C-Level confidential mattersExcellent attention to detail and organizational skillsDisplays a positive, upbeat attitudeDemonstrate ability and temperament to work with sensitive informationTeam player – have team-oriented experience and approachService focus – dedicated to meeting the expectations of the President and other senior executives by maintaining effective relationships with interested partiesAbility to think outside-the-box with a sense of urgencyDisplays patience in dealing with difficult situationsDependable, reliable, and has a strong work ethicAbility to function is a high-paced, changing, growth focused environmentMust be creative and enjoy working within an entrepreneurial environmentPossesses a strong business sense and can decipher priorities and make sound judgment calls on a routine basisStrong written and verbal communications skillsAbility to maintain a realistic balance among multiple prioritiesAbility to work flexible hours as dictated by the needs of business for projects and meetingsPHYSICAL AND MENTAL REQUIREMENTS: Standing and sitting for extended periods of timeLifting up to 25 pounds in a safe and prudent mannerAbility to easily move throughout an office with easeAbility to read, write, and understand EnglishAbility to effectively interact with others internally and externallyAbility to utilize office equipment in a safe and prudent manner, including a copy machine, fax machine, computer, telephone, and other general office equipment that may be used regularlyAbility to work with many different personalitiesAbility to work in a fast-paced environmentCorrectable vision and hearingThis job description is not intended to be all-inclusive, and the employee may also be asked to perform other reasonably related job duties as assigned. All employees may be required to perform duties outside of their normal responsibilities from time to time as needed. WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Job Type: Full-timePay: $60,000.00 per yearBenefits:Health insurancePaid time offSchedule:8 hour shiftMonday to FridayWork Location: One location
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