JOB SUMMARY
The Executive Administrative Coordinator is responsible for supporting the Executive team and functioning as a communication liaison, overseeing daily operations and assisting the CEO, CFO, CPO and assigned direct reports with prioritizing tasks, coordination of schedules and projects across ROME.
Provides significant, high-level administrative support to the CEO. CPO and CFO. The Executive Administration Coordinator must demonstrate effective communications; discretion and confidentiality; and independent judgment in the planning, prioritization, and execution of projects, tasks, demands, and assignments that support both the CEO, Administration and Staff. This individual must be proactive and a self-starter requiring very little supervision to complete tasks and projects. They have a collaborative work style; is well organized; effectively multi-tasks and prioritizes in a rapidly changing environment and be solution focused. This position requires extensive use of confidentiality, communication skills, including interpersonal, facilitative, and written/verbal.
ESSENTIAL FUNCTIONS:
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Responsible for providing significant, high-level administrative support to the CEO; and Senior Level Executives, including but not limited to: preparing complex and confidential financial, statistical, narrative, and/or other reports, memos, letters, and correspondence.
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Hours Worked Typically, Monday through Friday, forty-hours per week
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The Executive Coordinator is responsible for supporting the Executive team and functioning as a communication liaison, overseeing daily operations and assisting the CEO and Senior leadership Team with prioritizing tasks, coordination of schedules and projects across ROME.
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Functions as a coordinator and liaison between executive and internal/external stakeholders
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Schedules, coordinates, and ensures the executive team’s appointments and meetings.
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Monitors and responds to emails, ensuring important messages are brought to the executive’s attention promptly
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Manages expense report submissions and ensures timely reimbursements
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Acts as an integral part of managing and executing a varying range of projects
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Prepares and reviews presentation materials
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Coordinates purchase order approval process including ensuring support materials are supportive of request
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Handles complex travel arrangements to ensure efficient and productive business trips
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Supports a varying array of reporting requirements (financial, non-financial)
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Coordinates approvals and visibility of subordinate staff’s time off and travel requests
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Handles and maintains confidential and sensitive information with the utmost discretion and professionalism
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Social media posting and maintenance
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Executes other duties as assigned
ADDITIONAL RESPONSIBILITIES: Performs other duties as assigned.
COMPLEXITY OF WORK AND DECISION MAKING:
Works in accordance with policies and regulations which may require judgment, initiative, creativity and the ability to deal with complex factors and making of decisions based on conclusions for which there may be little precedent.
AUTONOMY AND ACCOUNTABILITY:
Works from general objectives (such as governmental and agency compliance standards) and broad and varying policies, procedures, rules or precedents with significant functional guidance. May refer specific cases to CEO for clarification or interpretation. Review by CEO focuses on achievement of the objective and not necessarily on the means, except when required to ensure compliance with regulations.
TECHNOLOGY, EQUIPMENT OR TOOLS:
Intermediate to Advanced skills in Microsoft Office including Excel, Word, Publisher and Outlook. Evidence of skills demonstrated by the ability to perform all of the basic functions within each program; including but not limited to maintaining a calendar, sending e-mail, creating letters as well as the ability to create and edit workbooks; including but not limited to creation of formulas, tables and graphs. Must also be proficient in utilizing various computer systems for Data Entry. General office equipment is used including fax/copy/scanning machine, tablet, and phone system.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
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. Work follows established practices and operating procedures with some latitude for independent judgment. Maintains strict visual contact with work up to 100% of the time. May occasionally lift to (35) thirty-five pounds, without mechanical assistance. Work involves sitting, standing, driving, climbing stairs and ambulating from task to task. The noise level in the work environment is usually light.
EDUCATION & EXPERIENCE:
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A Bachelor’s Degree or Associates Degree in Business Administration or related field
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Must have a valid Class D Driver License, reliable transportation and automobile insurance (liability coverage at $100,000 to $300,000)
KNOWLEDGE, SKILLS & ABILITIES:
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Demonstrated aptitude for problem-solving; ability to determine solutions for Staff and outside entities.
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High level of organizational skills.
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Above average proficiency with Microsoft Office Suite including Excel, Word, Outlook, Teams and PowerPoint
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Strong verbal and written communication skills
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Ability to build strong relationships at all levels of the organization
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Calendar Management and Meeting Schedule Management
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Strong customer services skills and problem solving
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Strong time management skills and ability to multi-task
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Degree requirement: Bachelor's Degree in a relate field of study
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Minimum of three (3) years of experience supporting senior leadership level
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An equivalent combination of education and experience may be accepted in lieu of above
The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination by employers, in compensation and employment opportunities, again The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination by employers, in compensation and employment opportunities, against qualified individuals with disabilities who, with our without reasonable accommodation, can perform the “essential functions” of a job. A function may be essential for any of several reasons, including: the job exists to perform that function, the employee holding the job was hired for his/her expertise in performing the function, or only a limited number of employees are available to perform that function.
Recovery Options Made Easy, is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. Recovery Options Made Easy, will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact Colleen Hutchinson at Recovery Options Made Easy.