Sr. Exec. Asst. to C-Suite and Office Manager

SUMMARY JOB DESCRIPTION

The Senior Executive Assistant to the C-Suite and Office Manager provides primary administrative support to the Chief Financial Officer and the Chief Information Officer, along with other senior leadership. This position also serves as NACD’s Office Manager with responsibility for ensuring the smooth operation of the workplace. This position oversees the NACD receptionist (a pivotal role in providing NACD’s first impression to members, callers and visitors) with administrative support responsibilities for overall office management which includes office maintenance, facility operations and supporting internal employee-focused events. The position will report directly to the Chief Financial Officer.

DUTIES AND RESPONSIBILITIES

The Sr. Executive Assistant to the C-Suite and Office Manager responsibilities include travel arrangements, calendar management, meeting planning and all other administrative functions related to supporting the C-Suite.

Manage emails, phone calls and other correspondence, as necessary. Arrange and coordinate meetings, conferences and supporting internal events (including catering and logistics) with internal and external stakeholders.

Coordinate booking of building amenities for meetings, as necessary.

Plan and coordinate travel arrangements, including flights, accommodations, transportation, etc. Prepare travel itineraries and ensure that all necessary documents and arrangements are in place.

Manage expenses, invoices and reimbursements for the executives, as required.

Maintain confidential records and files in a secure manner.

Oversees the Administrative Services Department; works closely with team providing leadership, coaching and guidance; and directs the daily workflow of team, assigning responsibilities to ensure efficient operations of the NACD office.

Supervise Receptionist.

Ensures that the office premises are well-maintained and equipped to support productivity. This includes coordinating repairs, maintenance services and managing office supplies and equipment.

Coordinates internal office moves and renovations ensuring smooth transitions and minimal disruptions to operations.

Maintains relationships with outside vendors including office cleaning crew, office supply vendors, coffee services, equipment suppliers, building security companies, and building management and contacts with when attention, maintenance and/or repair services are needed.

Provides office, building and facility correspondence updates to NACD staff.

Serves as logistics lead or support for on-site NACD events partnering directly with various teams and event leads to provide on-site event set-up, working in coordination with team leaders for dates, times, room scheduling, table formation, food and beverage requests, and supplies needed.

Research vendors for food and beverage supply and maintains an up-to-date listing of available vendors as options for NACD on-site events.

Liaise with other departments and teams on behalf of the C-Suite to facilitate communication and collaboration.

Serve as backup to Sr. Executive Assistant to the CEO & COO.

Performs other duties as assigned.

EDUCATION/QUALIFICATIONS

Bachelor's degree is preferred and a minimum of eight to ten years of administrative experience in a role supporting a C-Suite with office management experience. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Must exhibit outstanding communication skills, excellent organizational skills and be able to work independently and strategically with little instruction. Proficient in Microsoft Office Suite. Must be reliable, excel at time-management, attention-to-detail and handle highly confidential information in a discreet and professional manner. Must have extensive experience interacting with senior level executives.

This position description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be required to perform these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

The salary/hourly range for this position is $120,000-$125,000 plus bonus potential. Compensation is based on several factors including but not limited to education, work experience, certifications, etc.