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Assistant to the Chief Operating Officer - RT

Absolute Opportunities
Bar Harbor, Maine, 04609, United States
November 14, 2018


Assistant to the Chief Operating Officer - RT

Bar Harbor, Maine 04609

Performs diversified and confidential advanced administrative duties for the Office of the Chief Operating Officer (COO).

Requires broad and comprehensive experience, skill and knowledge of organization policies and practices.

Initiates routine and non-routine correspondence, memoranda, reports, presentations, etc. on behalf of the COO.

Screens telephone calls and visitors, and resolves routine and complex inquiries.

Heavy calendar management involving the complex scheduling of internal and external appointments, exercising judgment on priorities when scheduling. Schedules and manages complex, multi-leg domestic and international travel arrangements and itineraries. Schedules both recurring and special meetings, involving preparation of agendas in advance, meeting packages for attendees and distribution of minutes and follow-up of assigned action items in a timely manner. Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy.

This individual must interact seamlessly and with calm good nature with a broad range of individuals from Trustees, executives from other institutions, and members of the broader external community in addition to all employees. Provides support to the COO’s leadership team particularly in arranging schedules and providing access to the COO for urgent matters.

Key Responsibilities:

Gathers and assembles information from a wide variety of sources in response to the initiatives of the COO. Compiles the information into related reports for review in a timely manner. Serves as primary administrative contact and liaison for the COO including a broad range of interactions from Board Trustees/Executives of other organizations to all employees.

Schedules meetings, arranges travel, maintains the COO’s calendar including supporting the COO’s leadership team (as needed) in coordinating their schedules for access to the COO’s calendar.

Develops and edits documents and materials for internal and external audiences.

Performs day-to-day administration of the office of the COO (i.e. maintains sensitive files, answers and directs incoming phone calls as appropriate, processes all travel expense reports and expenditures for reimbursement.

Screens and prioritizes correspondence for review and/or signature by the COO.

Participates in the administration of the COO’s budget; has limited authority to approve certain expenses.

Scheduling and hosting position candidates and visitors including managing visit itineraries.

Successful demonstrated experience to take independent initiative and exercise good judgement in decision making.

Successful experience in assisting with budget preparation and administration of budget.

Loyalty, discretion, and confidentiality are critical to the function.

Required Knowledge, Skills, and Abilities: (Submission Summary)

1. Knowledge of modern office procedures that would normally be acquired with ten years’ experience in an administrative position providing executive level support, or attainment of a Bachelor’s degree in Business or a closely related discipline with five years of working with C-suite or other senior-level executives.

2. Writing skills sufficient to develop, compose and edit correspondence and documents at an executive level as would normally be acquired through This requirement may also be met through submission and review of writing samples as a part of the selection process.

3. Excellent organizational skills and demonstrated ability to manage details accurately.

4. Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, diplomacy and good humor.

5. In depth knowledge of company operations and excellent communications skills are required.

6. Ability to communicate effectively with others in writing and verbally to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.

7. Excellent skills in working with computer and telecommunications-based office tools (electronic calendar program, Word, Excel, PowerPoint, Access, email, World Wide Web browsers).

8. Salary Expectation?

9. Must be a US Citizen or Green Card holder?

10. Complete Current Address?