Post Date: 02/08/2018
Close Date: 02/20/2018
EXECUTIVE ASSISTANT TO CEO/DIRECTOR OF OPERATIONS
Reports to: President/CEO
FLSA Status: Exempt
Salary Range: $50,000-$55,000
About Greater Portland Inc
We’re the region’s economic development organization charged with attracting new jobs and investment to the Portland-Vancouver metropolitan area. Together with our partners, GPI works to advance economic growth and prosperity for all across the Greater Portland region.
The Executive Assistant to the CEO/Director of Operations primary responsibility is to provide direct support to the President/CEO, manage organizational operations, handle day-to-day accounting functions, and liaise with financial, tax/audit, human resources, and IT support systems.
Desired traits: detail-oriented, professional, personable, dependable, effective communicator, multi-tasker, and able to exercise high degrees of confidentiality and discretion
Essential Duties and Responsibilities
1. Provide comprehensive support services to the President/CEO that ensures a professional, responsive and effective experience between the Executive Office and GPI Board, as well as the Executive Office and GPI staff.
2. Provide sophisticated calendar management for the President/CEO. Prioritize inquiries and requests while troubleshooting conflicts with little guidance; make best judgments and recommendations to ensure smooth day-to-day engagements.
3. Administer correspondence, manage incoming calls, and prioritize phone messages, emails and mail. Treat all communications with professionalism.
4. Handle day-to-day accounting functions, such as accounts receivables, accounts payable, and all other general accounting functions.
5. Serve as a liaison with HR and IT platforms, contractors and vendors related to the support of the organization and ensure GPI can operate seamlessly on a daily basis.
Support Board meeting-needs by emailing calendar appointments and meeting/event reminders, taking minutes and distributing meeting materials.
Schedule internal and external meetings including, but not limited to, GPI Board and committees, project teams, etc. Work with Administrative Assistant to ensure all meeting preparation is completed.
Write succinct and professional emails and letters for board and investor-level communications on behalf of CEO.
Update and maintain contacts and board-related distribution lists in Microsoft Outlook for CEO.
Maintain physical and electronic office filing systems for CEO.
Monitor cash balances in bank accounts and reconcile at month end. Maintain records and recording of in-kind contributions. Retain all accounting-related documents.
Assign proper GL coding for payables and record receivables in QuickBooks.
Produce investor invoices, monitor aging reports, and record cash receipts for accounts receivables.
Provide budget and financial support to contract financial consultants and GPI’s management team. Work with financial consultants to prepare and complete annual audit; prepare 1099s and file appropriate forms with the IRS.
Operations, HR, IT
Manage new-hire onboarding, personnel issues and terminations.
Enroll and manage employees’ insurance, 401k and FSA
Serve as point of contact with IT consultant on all technology-related issues, including rapidly responding to staff problems and network outages.
Liaise with landlord and building management on office-related issues.
Familiarize her/himself with professional and personal life-changing events (such as birthdays and other major milestones for Board Directors and GPI employees).
Arrange staff travel including development of travel itinerary portfolios.
Set staff meetings, maintain electronic staff calendars and organize team events.
Ensure office supplies are filled and office equipment is in working order.
Maintain punctual, regular and predictable attendance.
Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
Maintain performance under pressure in a fast-paced, high-profile work environment.
Respectfully take direction from CEO.
Other duties as assigned.
This position supervises the administrative assistant and general interns.
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma required. College coursework preferred. Five years’ professional experience in an executive assistant role preferred. Experience with Microsoft Office and Quickbooks is required.
Strong verbal and written communication skills. Ability to read, write and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to speak effectively before groups of customers or employees of organization.
Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, project management, word processing, presentation, creation/editing, communicate by e-mail.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Certificates, Licenses, Registrations
Must possess a valid Driver’s License.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must also be able to frequently drive and walk to events and appointments throughout the Portland Metro area.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
At GPI, we celebrate and are motivated by people from all walks of life; we honor diverse cultures and individualism, and together we are focused on achieving economic prosperity for all across Greater Portland.
Send inquiries and resume to firstname.lastname@example.org. No calls please. Job closes on Feb 20, 2018.
Complete details: https://www.greaterportlandinc.com/about-gpi/gpi-team.html