Executive Assistant & Governance Manager
Exempt
Provides operational, organizational and administrative support to effectively manage all aspects of the CEO’s office, including the administrative operation of the Governance Committee, Board of Directors, Nominating Committee, and other groups as assigned.
If interested, please send resume and salary expectation to Ashton asullivan@gpha.org.
Essential Duties and Responsibilities
- Coordinates meetings of the Board of Directors, Governance Committee, Past Presidents, Bylaws Committee, staff, and other committees and work groups as assigned by the CEO.
- Maintains GPhA governing documents to include Bylaws, Policy & Procedures Manual, staff organizational chart, Governance Chart and Strategic Plan
- Serves as executive assistant and advisor to CEO, anticipating CEO’s needs and proactively brings together appropriate human resources to support the CEO in addressing issues.
- Coordinates CEO, Governance Committee and Board of Directors activities.
- Coordinates CEO and Governance Committee travel as requested.
- Monitors expenses within the Administration and Executive Departments.
- Researches and analyzes administrative projects; Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Assesses incoming communications to the CEO (including telephone calls and e-mail messages) and using independent judgment determines the communications requiring priority attention. Facilitates appropriate and timely responses and ensures satisfactory closure is achieved.
- Prioritizes, channels, and facilitates communication between and among GPhA departments and the CEO, as well as external stakeholders. Ensures appropriate and timely responses are provided by following up as needed.
- Serves as departmental liaison between staff, GPhA committees, and strategic partners.
- Disseminates minutes of Board of Directors, Governance Committee, and other assigned committees and work groups and assures filing of same is current.
- Assists in the preparation of budgets for CEO, Governance Committee and Board of Directors.
- Reviews Governance Committee and Board of Directors expense reports.
- Other projects and tasks as assigned by the CEO.
Job Scope
- Job has recurring work and involves high degrees of discretion. The need for accuracy and effective utilization of resources is high. Errors in judgment will waste resources and adversely impact association performance. Incumbent operates independently, but work is verified. Content of work priorities are determined by supervision.
If interested, please send resume and salary expectation to Ashton asullivan@gpha.org.
Competencies, Experience, and Training Preferred
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 Experience
- Five years of increasingly responsible secretarial and administrative support work for management personnel.
- Experience in working for a Chief Executive Officer or top manager in an organization preferred.
- Associates degree or equivalent experience required. Bachelor’s degree preferred.
Knowledge, Skills, and Abilities
- Highly organized personally and ability to help organize others
- Time management skills to plan, manage, and coordinate CEO’s activities and major junctions within specified deadlines.
- Communication and interpersonal skills to effectively represent the CEO and the company.
- Decision-making skills to respond to high-pressure situations.
- Detailed knowledge of organization’s operations and organizational procedures.
- Ability to establish and maintain positive working relationships with employees, leadership, service providers, peers in other organizations and members.
- Ability to work independently with attention to detail.
Equipment and Applications
- Proficient with Office Suite, including Word, Excel, and PowerPoint. Working knowledge of Access or SQL database management preferred.
- Computer, phone, copiers, and other standard office equipment
General Duties and Responsibilities
- To support the vision, mission and guiding principles of the association.
- While performing any procedure, all associates must observe applicable safety, health, and environmental rules and guidelines. The use of appropriate personal protective equipment is required.
- Attend and participate in training opportunities and seminars relevant to this position.
- Adhere to appropriate association operating procedures, benefit rules, employment, and safety policies/practices.
Job Conditions
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the associate is:
- Frequently required to perform administrative and professional work using writing tools and electronic media.
- Required to be ambulatory to move around freely between buildings, and between levels within buildings.
- Occasionally lift and/or move up to 30 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
- The noise level in the work environment is usually low.
If interested, please send resume and salary expectation to Ashton asullivan@gpha.org.
