• Executive Assistant - COO

    Job Locations US-RI-Smithfield
    Req No.
    2018-9826
    Department
    COO Operations
    Type
    Regular Full-Time
  • Overview

    This position provides executive administrative and project support to Chief Operating Officer. He/she will serve as point of contact for internal and external constituencies on matters pertaining to the COO. Must be creative and enjoy working in a fast pace environment within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. This position serves as a partner and backup to the Executive Assistant to the CEO.

    Responsibilities

    • Completes a broad variety of administrative tasks for the executive staff: managing active calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
    • Plans, coordinates and ensures the executive staff’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive staff.
    • Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive staff, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
    • Provides a bridge for smooth communication between the executive staff and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
    • Works closely and effectively with the executive staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive staff updated.
    • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects some of which may have organizational impact.
    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, correspondence, and other tasks
    • Edits and completes first drafts for written communications to external stake holders.
    • May participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings.
    • Assists in coordinating the agenda of Senior Management meetings and off-sites and company-wide meetings.
    • Works in coordination and in a backup capacity to the Executive Assistant to the Office of the President and CEO.
    • Maintains discretion and confidentiality in relationships with all board members.
    • Accountable for some aspects of the executive budget as well as the accuracy of charges
    • Maintains a high level of discretion and confidentiality.
    • Assesses the urgency and importance of situations and notifies appropriate senior staff member(s) as required.
    • Other duties as assigned
    • Corporate Compliance Responsibility - As an essential function, responsible for complying with Neighborhood’s Corporate Compliance Program, Standards of Business Conduct, applicable contracts, laws, rules and regulations, policies and procedures as it applies to individual job duties, the department, and  the Company. This position must exercise due diligence to prevent, detect and report unlawful and/or unethical conduct by fellow co-workers, professional affiliates and/or agents

    Qualifications

    Required:

    • Bachelor's degree and/or experience to equate to the degree
    • Seven (7)+ years of professional experience performing administrative duties for senior level staff members, preferably at the C-level.
    • Intermediate to advanced skills in Microsoft Office (Word, Excel, Visio, Project, Outlook).
    • Advanced level of oral and written communication skills.
    • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
    • Emotional maturity.
    • Highly resourceful team-player, with the ability to be extremely effective independently.
    • The ability to establish and maintain effective working relationships with all levels of staff, Board members, officials and the general public.
    • Excellent planning, organization, coordination and project management skills.  
    • Ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.
    • Ability to multi-task and handle multiple competing priorities.
    • Proven ability to exercise good judgment in a variety of situations.
    • Ability to be flexible with work hours and schedule, as required to meet the business needs of the COO
    • Able to operate under pressure and meet deadlines with attention to details.
    • Experience in a position requiring a high level of confidentiality where discretion and judgment is required                                   

    Organizational Competencies:

    • Judgment and Decision Making
    • Gets Results
    • Collaboration and Teamwork
    • Business Awareness
    • Customer Focus

    Job Specific Competencies:

    • Attention to detail
    • Flexibility and achieving change
    • Relationship building and networking
    • Organizational savvy
    • Planning and organizing

    Neighborhood is an Affirmative Action and Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, genetic information, age, disability, veteran status or any other legally protected basis.

     

    Neighborhood is committed to ensuring individuals with disabilities and/or those who have special needs participate in the workforce and are afforded equal opportunity to apply for jobs. If you would like to contact us regarding the accessibility of our Website or need assistance completing the application process, please contact us at recruiting@nhpri.org.

     

    Neighborhood is an EOE M/F/D/V and an E-Verify Employer

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