Essential Functions
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Support the facilitation, coordination, and planning of meetings, work plans, and action calendars for the Board activities with a high degree of accuracy and timeliness
Support the preparation and timely distribution of accurate content for Board related presentations, documents, meeting minutes, and virtual sites
Responsible for scheduling and coordinating virtual and in person meetings with external executive level stakeholders
Executes the logistics for meetings, trainings, and events (including room/AV preparation, hospitality, and other admin support)
Compile and design external Board newsletters
Manage inventory and support orders for Board activities
Keep accurate records of expenditures; prepare and process expense reports and invoices
Support the development of OCEO expense budgets and reconcile OCEO expenses
Support miscellaneous special projects, as assigned by the Senior Director
Assist in coordinating with project owners across departments to align timelines and deliverables while modeling agency project management standards
Serves as a backup as needed or in the absence of the Assistant to the CEO
Participate in joint ventures with other departments and ensure positive internal and external customer relations
Participate in all meetings, trainings, and activities as assigned by the Senior Director
Other duties as assigned by the Senior Director
Job Requirements and Qualifications
Bachelor's degree, preferably in business or nonprofit management, with a minimum of three (3) years of experience providing high‐level administrative, consulting, or operational support, or an equivalent combination of education and practical experience
Demonstrated proficiency with executive protocol, e‐mail etiquette and office management including calendar and travel management, and organizational skills
Advanced knowledge of Excel and PowerPoint, and a strong working knowledge of other Microsoft products. Proficiency with Adobe Acrobat a plus
Exceptional written, verbal, and interpersonal communication skills
High‐level attention to detail and maintain a high‐level of accuracy
Strong analytical, administrative, organization, critical thinking, and customer service skills
Ability to solve problems, multi‐task and work independently as well as with a team in a fast‐paced environment
Ability to establish work priorities and coordinate multiple projects and demands simultaneously
Demonstrated knowledge of process, project and program management theory and practices, with the ability to apply them when solving operational issues
Energetic and excellent interpersonal skills; ability to build and sustain strong, cohesive and trusting working relationships across a variety of stakeholders
Aptitude for continuous learning
Ability to be flexible in hours and work locations across greater service area to accommodate off‐site meetings and events.
Must have access to reliable transportation and maintain good driving record, dependable transportation and telephony communication device
Familiarity with Strategic Planning and Data analysis tools/software is a plus
Working Environment Conditions/Requirements
Ability to push, pull, and lift up to 30 lbs. with or without accommodations
Must be able to meet all physical requirements to perform all duties, including transporting and carrying materials and supplies to all designated locations to assist in meetings, conferences, and other events
Must be in person at least 3x/week with full‐time availability
Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThis employer is required to notify all applicants of their rights pursuant to federal employment laws. xrdztoy For further information, please review the Know Your Rights notice from the Department of Labor.