Executive Assistant

Job Description

SALARY: $66,144.00 - $77,812.80

LOCATION: 33 N. High St. Columbus, OH 43215

BENEFITS:

Medical, Vision, Dental, Supplemental and Life Insurance

Paid Parental Leave

Employee Discounts

COTA Bus Pass

Wellness Initiatives

On-Site Chair Massage

On-Site Health Coach

Tuition Reimbursement

Student Loan Repayment Program

Public Pension through OPERS & Ohio Deferred Compensation

POSITION SUMMARY:

Provides responsible, proactive, detail-oriented, organized clerical and administrative support to the Division Chief. Supports broader division leadership team with administrative needs. Supports team goals and outcomes, ensures division budget alignment, and supports efforts to build team growth and culture.

Perform other duties in alignment with the COTA Strategic Plan and in support of the organization's vision to Move Every Life Forward.

ESSENTIAL JOB FUNCTIONS:

Serves as primary point of contact for Chief Officer. Manages a dynamic, multifaceted calendaring schedule for Division Chief in a fast-paced environment; prepares Division Chief for critical internal and external meetings in advance; travels with Division Chief to COTA events as necessary.

Provides administrative support to the Division Chief and Division Directors as directed; coordinates with President's Office administrative team to ensure requests for meetings are covered; works with administrative teams of partner organizations as required.

Serves as Administrative Liaison for applicable committees; distributes and/or generates meeting minutes, agendas and other appropriate information and materials for committees which may involve the Board of Trustees, Leadership Team, and staff as needed.

Schedules/coordinates onsite and off-site meetings; prepares correspondence/memoranda, reports and statistical documents. Develops charts, graphs, presentations and schedules from rough copy; maintains a longer-term strategic calendar of major upcoming events, travel, and forward-thinking priorities.

Organizes and supports division meetings; builds agenda and prepares technology needs; records meeting deliverables and corresponds expectations with team; coordinates off-site meetings for team at partner organizations, as needed.

In coordination with Division Chief, monitors division budgets and works with Finance Division to ensure budget alignment; monitors status of existing contracts and need for board action; ensures completion of financial document routing for signature and approval; orders office supplies for division.

Leads division efforts to maintain, grow, and explore team culture, including team retreats, lunch and learns, and growth/development/team bonding opportunities.

Partners with internal Team COTA members to gather information for upcoming meetings; prepares cover sheets to include logistics details not limited to meeting purpose, location, travel time, parking details, and participant profiles.

Screens telephone calls, prioritizes mail, schedules appointments, and maintains a detailed schedule of meetings. Responds to all invitations, either by written correspondence or by personal telephone call. Arranges public and on-site meetings with outside entities including food and logistics.

Supports Division Chief with email monitoring and flags pertinent messages to ensure timely responses are provided.

MINIMUM EDUCATION & EXPERIENCE REQUIRED:

Requires five (5) years of progressively responsible experience providing administrative support at the Manager, Director, or VP/Chief level. Experience providing support to executives in government agencies preferred. An equivalent combination of education and experience will also be considered.

Microsoft Office Specialist certification preferred.

COTA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on job needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, age, genetic information, gender identity, national origin, veteran or disability status

Job Posted by ApplicantPro

Full-time