Senior Executive Assistant and Office Manager

KEY JOB RESPONSIBILITIES/DUTIES

• Manage calendars, communications, events, and appointments in a timely manner for the Vice President of Human Resources, and the Chief Financial Officer. Assists the CEO as requested.
• Arrange staff, management and executive meetings including agendas; facilities; supplies and provisions; etc.
• Manage all Board of Director logistics including the budget; scheduling board and committee meetings; securing and setting-up meeting spaces; catering and or food service; coordinating, assembling, and distributing relevant meeting materials; management if the board portal; and facilitating other necessary mailings, organizational invitations, and communications.
• Serves as a liaison to the Board of Directors, fielding inquiries and other regular communication.  Coordinate Board member orientation, onboarding, and recognition as needed.
• Proactively communicate with senior officials regarding upcoming deadlines to ensure they are prepared and have time to execute their duties in advance.
• Provide support for internal management and staff meetings as needed, including but not limited to scheduling, preparation of agendas, notification, and distribution of materials to attendees and overseeing the room reservation and set up logistics.
• Coordinate travel and pre-planning arrangements for senior officials
• Control operational planning calendars that outline key dates and activities for the smooth and progressive implementation of strategic and operational initiatives.
• Supervise, schedule, and evaluate reception personnel to ensure required coverage; serve as back-up as needed.
• Develop and implement best practices and procedures to ensure an exceptional experience for the public and guests, and completion of reception projects and duties on time and within expectations.
• Oversees and manages Reception budget and office activities.
• Assists reception team in managing ID badges and key fob processes.
• Ensure office and facility supplies are at optimal levels.
• Create and submit expense reports on behalf of senior officials and processes reimbursements if needed.
• Assist Legal Affairs Manager to ensure website information related to CPB obligations, leadership team, board members, and various required postings are current and accurate.
• In collaboration with the Manager of Building Operations & Security, maintains a clean organized and professional, office environment.
• Collaborate with other team members to foster a positive and productive culture and contribute toward the overall growth of Cascade PBS.
• Other duties, responsibilities and activities may change or be assigned at any time with or without notice

REQUIRED SKILLS/ABILITIES

• Excellent communication skills including speaking, listening, writing appropriately tailored to different recipients.
• Strong interpersonal and facilitation skills; outgoing personality with interest and comfort in engaging others.
• Exceptional organizational and problem-solving skills to anticipate needs of fast-paced, strategic executives. Ability to engage and collaborate with all staff and Board members remaining flexible, resourceful and efficient with a high level of professionalism, confidence and confidentiality.
• Demonstrates good judgement and decision-making skills that support the values of the organization and vision of senior leadership.
• Proficient use of and comfort with technology and software tools and platforms including Zoom/Teams, Office products, SharePoint, etc.
• Knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proven ability to work independently to accomplish goals and objectives within deadlines.
• Embrace and support a highly diverse workplace.
• Ability to work primarily on-site.

EDUCATION AND EXPERIENCE

• Bachelor’s degree or equivalent experience preferred.
• Seven plus years experience supporting C-level senior officials required.
• Three years' minimum experience managing a team.
• Highly proficient in MS Office and remote collaboration tools.
• Extensive experience in administrative preparation of board materials and presentations required.
• Ability to maintain confidential information and/or issues with sound judgment.
• Familiarity with Customer Relationship Management software preferred.

PHYSICAL REQUIREMENTS

• Ability to work some evenings, weekends, holidays as needed.
• Ability to sit, type on a keyboard, and view data on a computer screen for long periods of time.