Executive Assistant - 1178967 Job at Adams Keegan
Chi Omega Fraternity is seeking qualified applicants for the full-time position of Executive Assistant at the Executive Headquarters in Memphis, TN. This position works as part of the administrative staff, reports to the Chi Omega Fraternity’s Chief Executive Officer (CEO) and specifically provides top-notch administrative support to the CEO, Supreme Governing Council (board of directors), other Executive Headquarters managers, as well as Chi Omega members and volunteers.
Responsibilities:
- Create and distribute correspondence, documents, lists, and emails as directed by the CEO and members of Chi Omega’s Governing Council.
- Assist with meeting arrangements and logistics for various internal and external meetings as requested by the CEO, the Governing Council, or other staff members. This may require arranging local transportation, reserving, or assigning rooms, registering participants for conferences, maintaining RSVP lists, preparing itineraries, nametags, creating handouts or PowerPoint presentations, and coordinating or participating in group tours of Chi Omega’s Executive Headquarters.
- Maintain the calendar system used by staff, board members, and team leaders. This includes training staff on entering events and distributing the calendar monthly to team leaders and board members.
- Coordinate regular all-staff meetings. This includes collecting agenda items from staff and managers, collecting focus topic ideas, distributing the agenda, and writing, editing, and distributing minutes.
- Oversee the conference call process, which includes working with conferencing company to set up and update accounts, training and assisting staff with conference call procedures, troubleshooting, and coding monthly conferencing invoices.
- Work with Chi Omega’s travel agency to keep them updated with new staff/committee accounting codes, advise them of national or large meetings where heavy travel is expected, answer questions or verbally authorize travel for new volunteers. The Executive Assistant will also be responsible for communicating travel agency updates on airline regulations to staff and volunteers as needed.
- Work with the National President (chair of the board of directors) on special correspondence or mailings, including direct communication with other volunteers and members.
- Assist the CEO with training and orientation for new staff members. This may include giving a tour of the facilities, making introductions to other staff members, explaining routine office procedures and equipment, preparing new employee manuals, updating various lists to include new staff members, and requesting set-up of logins and passwords.
- Prepare for the quarterly meetings of the Governing Council. This includes setting up the boardroom, preparing and formatting the agenda, collecting, and distributing staff reports to the board and preparing the minutes and motions for the meeting.
- Coordinate with staff to maintain updated committees in our membership database; pull and distribute the updated committee lists as needed.
- Coordinate and assist with a variety of updates when new members join the board or are appointed to leadership positions. This includes updating committees in our database, pulling new rosters and lists, ordering new business cards and stationery as needed, obtaining new electronic signatures, and various other updates as needed.
- Serve as a member of various national meeting planning teams, which could include duties such as managing staff rooming lists, maintaining email distribution lists, and sending correspondence to a team of volunteers and staff.
- Coordinate chapter anniversary and special event speaker requests with the National President and communicate process and confirmation of speaker to host chapter, speaker, and respective Executive Headquarters staff liaisons.
- Share tasks and responsibilities with other members of the administrative staff, including answering phones at the front desk, general phone and email inquiries from members and other administrative tasks as needed.
- Implement a wide variety of other special projects or tasks as directed by the CEO. This could include coordinating a mailing; participating in meetings; taking notes; helping with meeting planning; or any projects that require an attention to detail.
Education & Experience
- Minimum of three years of administrative experience.
Technical Skills
- Proficiency with Microsoft Office 365 suite including Word, Excel, PowerPoint, and Outlook, including calendar and tasks.
- Outstanding data entry and data quality assurance skills.
- Experience handling a multiline phone system.
Qualifications and Requirements
- Strong commitment to customer service, both internally to other staff members and externally for members and the general public.
- Strong organizational skills.
- Attention to detail and accuracy.
- Ability to work well under pressure and with a sense of urgency to meet deadlines.
- Ability to juggle multiple projects at once and transition smoothly from one project to the next.
- Ability to work well with others with a strong sense of teamwork and cooperation.
- Excellent written and oral communication skills, including excellent grammar and a professional, friendly speaking voice.
- Excellent interpersonal skills; a friendly, flexible attitude; and a professional, polished appearance.
- Ability to work with discretion and handle confidential information.
Membership in Chi Omega is not required, but strongly preferred. This position is located at the Chi Omega Executive Headquarters in Memphis, Tennessee. Because Chi Omega is a volunteer-driven organization, some events are held on weekends and evenings. Travel may be required for this position. Travel will be limited and is usually scheduled in advance.
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