Executive Secretary

Executive Secretary

**EXECUTIVE SECRETARY**

The Executive Secretary provides support to the Executive Director, Director of Administration, Associate Director of Development and the members of the Administrative Team.

Generally, the Executive Secretary serves as the primary point of contact for internal and external constituencies on matters pertaining to the Administrative portion of the company.

The Executive Secretary also, serves as a liaison to the public and senior management team; organizes and coordinates executive outreach and external relations efforts; manages the secretarial functions of the organization and oversees special projects. The Executive Secretary must be creative and enjoy working within a small,





entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Secretary will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

**Duties | Responsibilities**

Executive Support

Completes a broad variety of administrative tasks for the Administrative Team including:

- Managing an extremely active calendar of appointments
- Completing expense reports
- Composing and preparing correspondence that is sometimes confidential
- Arranging complex and detailed meetings, events, itineraries, and agendas
- Compiling documents for related meetings and events






- Plans, coordinates and ensures the Executive Director’s, Director of Administration,
- Associate Director of Development and other Administrative Team Members’ schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Administrative Team’s time and offices
- Communicates directly, and on behalf of the Executive Director, and Administrative
- Maintains contact information and various Administrative databases
- Manages administrative files and the organizational library
- Researches, prioritizes, and follows up on incoming issues and concerns addressed
- to the Administrative Team and overall Crystal Corp. Team,





including those of a sensitive or confidential nature; Determines appropriate course of action, referral, or response
- Provides a bridge for smooth communication between the Crystal Corp. Team and the public; demonstrating leadership to maintain credibility, trust and support internally and externally
- Works closely and effectively with the Administrative Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Administrative Team updated
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Administrative Team, some of which may have organizational impact






- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other
- tasks that facilitate the Executive Director’s ability to effectively lead the Company
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures

**Commission Support and Liaison**
- Coordinates meeting agendas, space needs and arranges for refreshments
- Maintains discretion and confidentiality in relationships with all board members
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters,





including meeting advertising requirements and advance distribution of materials before meetings in electronic/paper format
- Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in

scheduling meetings and attending meetings
- Assists in coordinating the agenda of senior staff and all staff meetings
- Facilitates coordination of travel
- Assists the Associate Director of Development with outreach plans
- Communications, Partnerships, and Outreach
- Ensures that staff biographies are kept up to date and responds to requests for
- materials regarding the staff and the organization in general
- Works with the Associate Director of Development to complete drafts of written






- communications to the public
- Other duties as assigned

**Minimum Job Requirements**
- High school diploma or equivalent required; Bachelor's degree preferred
- Strong work tenure: two or more years of experience supporting team, individual or organization
- Experience and interest in internal and