Executive Administrative Assistant, CEO

Job Description

The Executive Administrative Assistant (EA) provides administrative and logistical support to the Chief Executive Officer across multiple functional areas in a fast-paced environment. Serves as the day-to-day organizer, expediter, and coordinator of letters, memos and documents that require review and handling or approval by the CEO. Maintains calendar and reviews all correspondence. Coordinates and schedules travel and travel itineraries.  Handles logistics of meetings for the CEO. This position will report to the CEO.

FORMAL JOB DESCRIPTION:

• Provides administrative support to the highest level of administration within the organization, primarily consisting of board-approved or reviewed executives and central senior academic and administrative deans reporting to the Provost or Dean of the School of Medicine. Examples are limited to a Dean of a College or School, Vice President, President or Chief Executive Officer of an affiliate, etc.
• Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations.
• Maintains calendar for one or several executives and ensures appropriate preparation for daily activities; may coordinate domestic or foreign travel arrangements.
• Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient’s views, may respond for them.
• Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution.
• Assists in the administration and interpretation of policies and procedures for the organization and department.
• May supervise and schedule clerical and secretarial staff, initiates paperwork for employee transactions, and assists in investigating and resolving employee issues or concerns.
• May act as a spokesperson for departmental inquiries.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.
• Must have domestic and foreign travel scheduling experience.

PREFERRED QUALIFICATIONS:

• Five years of office administration experience as an assistant to an executive level position.
• Must be detail oriented and have strong writing and grammar skills. 
• Proficiency in all MS Office products. 
• Capable of working in a fast-paced environment, exhibits a cordial demeanor, and has strong organizational and follow-up skills.
• Must possess good judgment skills.
• The ability to work a daily schedule from 8:30am to 5:30pm with one-hour for meal period. 
• Ability to occasionally perform evening work, as needed.

Applicants must be currently authorized to work in the United States for any employer.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines.  All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee.

About the Organization

Over 40 years, The Carter Center has worked in more than 90 countries to resolve conflicts, advance democracy, protect human rights, prevent disease, and improve mental health and support for caregivers.

In ways large and small, we strive to wage peace, fight disease, and build hope across the globe and here at home. And with each step forward, we help create the more peaceful and healthy world that President and Mrs. Carter imagined.