Secretary to Chief Executive Officer provides administrative support in a variety of functions to the Chief Executive Officer that are focused on increasing the efficiency of the executive. Reviews, prioritizes, directs and delegates a wide variety of complex and confidential requests that are presented to the executive for consideration. Being a Secretary to Chief Executive Officer summarizes, prioritizes, and researches information into a concise and usable format for the executive to review. Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive. Additionally, Secretary to Chief Executive Officer creates or directs creation of reports, charts, budgets and other presentation materials for the executive. Coordinates high level projects, travel arrangements, and meetings. May plan and schedule work and direct other staff to deliver support. Has a broad knowledge and understanding of the company's operations and business objectives. Requires an associate degree or its equivalent. Typically reports to the CEO. The Secretary to Chief Executive Officer contributes to moderately complex aspects of a project. Work is generally independent and collaborative in nature. To be a Secretary to Chief Executive Officer typically requires 4 to 7 years of related experience. (Copyright 2024 Salary.com)
JOB DESCRIPTION
TITLE: Executive Secretary
STATUS: Full-Time Hourly Non-Exempt
DEPARTMENT: Administration
REPORTS TO: Executive Assistant to the CEO
This is a designated support staff position for the Executive Assistant to the Chief Executive Officer (CEO EA) and thus works directly and solely under their supervision. The role of this position is to assist the CEO EA in completing various administrative/secretarial related tasks. This role requires access, availability, and attention to detail as a dedicated support position for the Senior Executive Team (SET). The position operates within Crazy Horse Memorial Foundation established policies and procedures.
This role is responsible for the confidential administrative support to the CEO, SET, and Board of Directors (BOD) exercising professionalism and discretion. This support includes managing calendars, appointments, conference calls, itineraries, travel, and coordinating meetings. This person will assist CEO EA with researching, compilation, drafting, editing, and proofreading correspondence, documents, presentations, proposals, reports and coordinating materials to ensure the CEO, SET, and BOD are prepared for meetings.
Major Functions:
1. Provide Administrative Support to CEO EA, and therefore, to the SET and BOD.
2. A wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of CHMF in achieving its mission.
3. When delegated by the CEO EA, acts as stand-in supervisor to all Administrative and Executive Assistants at CHMF to ensure consistency in job functions when CEO EA may be absent, busy, etc….
1. Maintains a thorough knowledge and understanding of Crazy Horse Memorial Foundation’s mission and adheres to all established policies and procedures.
2. Demonstrates thorough knowledge of the programs, organizational structure and the scope of responsibilities of the CEO, SET, and Board of Directors.
3. Assist in maintaining calendars: including scheduling meetings, appointments, speaking engagements, and travel.
4. Prioritize phone and email inquiries/responses: responding to a variety of questions with tact and diplomacy and directing calls appropriately for resolution.
5. Drafts, reviews, proofs and edits correspondence for CEO and/or SET signature and mailing.
6. Coordinates, prepares, and supports meetings: preparation of documents, arranging/managing logistics, writing or transcribing meeting minutes.
7. Through CEO EA, interact seamlessly and with a professional demeanor between the CEO, the Senior Executive Team and their direct reports and external contacts by supporting the leaders and prioritizing and negotiating organizational needs regarding meetings, timeframes and deadlines.
8. Ensure the proper filing of all administrative correspondence, notes, records and reports as per established procedures.
9. Responsible for support in maintaining systems, procedures, and policies on behalf of the CEO and Senior Executive Team.
10. Communicate effectively and coordinate work throughout the organization as needed in accordance with established communication protocols.
11. Complete assigned projects within guideline parameters and deadlines.
12. Other duties as assigned.
Job Type: Full-time
Benefits:
Schedule:
Ability to Relocate:
Work Location: In person
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