Job Description
The Executive Office Liaison (EOL) will provide high-level administrative, planning, and coordination support to the President & CEO, and the Board of Directors. In addition, the EOL will manage and perform a diverse set of support tasks that include but are not limited to: headquarters office administration, travel administration, and charitable and tax exemption status activities. The EOL may also be called upon to provide limited administrative support to the Executive Team. The Liaison will ensure the organization and its facilities have the resources needed to operate smoothly and efficiently.
Supervisory Responsibilities:
There are no current supervisory duties, but in the future the Executive Office Liaison may recruit, interview, hire, and train administrative staff in the department as needed.
Responsibilities
Executive Administration:
- Provides high-level logistical and administrative support to the President & CEO, Board of Directors and Executive Team (as required).
- Take minutes and capture action items at all Counterpart Board of Directors meetings including both full Board and Board committee meetings.
- Schedules and attends Board meetings.
- Process invoices, cash advance requests, and expense reports.
- Coordinate executive travel and arrange logistics for a wide range of events, including Board meetings, Executive Team meetings and other staff meetings.
- Format documents for Executive presentations, including Board meetings, external correspondence, etc.
- Maintain electronic Executive Office and Board of Directors files and document.
- Ensure Counterpart staff, Board members, partners and visitors are received warmly by the Executive Office, and that all request/messages to or from the CEO and COO are rapidly addressed.
- Ensures meeting rooms are properly set up in coordination with IT [e.g. telecom and projected slides, presentations] for important meetings.
- Provide leadership and oversight of business insurance annual renewal.
Office Administration:
- Maintains front office operations by overseeing the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying.
- Creates and administers budgets for supplies, equipment, and contract services and maintains vendor relationships.
- Serve as liaison with building management, relay building announcements to staff and submit/coordinate maintenance issues as needed.
- Coordinates HR and IT actions for new hire processing and terminations (e.g. company distribution list, company organization chart, building security FOBs and return of company property, etc.)
- Partners with travel agency and security team for management of travel tracking and travel/security orientations. Support/lead RFP for any new travel vendors.
- Reconciles monthly corporate American Express statement and maintains travel points provided by various airlines.
- Files organization’s charitable registrations in all states in a timely manner.
Program Management/Coordination:
- Create business process and accompanying documentation plan to ensure all critical Counterpart Executive Office records, including Board minutes and resolutions, audits, financial reports, state certifications, and country registrations are current and active.
- Draft scopes of work and/or technical specifications and solicitation documents for Executive Office projects, such as:
- Manage process for Executive Office procurements
- Track progress against timeline/deliverable schedule for Executive Office consultants and report to principal
- Ensure proper documentation in files supporting Executive Office procurements
- Ensure proper and timely payment of consultants/vendors from the Executive Office
- Create and manage the Executive Office Master Calendar: annual planning, client surveys, among other duties.
Other Duties
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Qualifications
- Excellent verbal and written communication skills.
- Excellent interpersonal and organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical systems and procedures, and recordkeeping systems.
- Superior ability to identify and solve problems and to conduct cost-benefit analyses.
- Able to type minimum of 50 words per minute.
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Education and Experience:
- Bachelor’s degree in Business Administration or related field preferred.
- Five years of related experience required.
- Experience working with company Executives and / or company Boards
