Primary Role

This role is responsible for providing advanced and complex administrative support to the President and State Leadership Team. This role is responsible for organizing and scheduling team meetings and events, both in-office and virtually. Will also provide admin support to the state leadership team.

Key Accountabilities

• Coordinate all activities of the President including, but not limited to maintaining calendars and managing realistic appointment and meeting schedules
• Assist the State Leadership Team with special projects by compiling materials for submission, responding to requests and performing in the function as required; perform high level email oversight to include deliverables, action items, and fulfillment of requests and reporting
• Coordinate travel arrangements for State Leadership Team, conference and event registrations, and providing effective travel packets to include event/participant agendas, insight and dossiers
• Exercises initiative, judgement and knowledge in relieving the President and State Leadership Team of procedural and managerial duties: prepare drafts and finalize correspondence, reports, statistical data, memoranda and related material as needed or directed.
• Research and extract information and supporting data in preparation for meetings, board presentations, work projects, reports, etc.
• Ensure all processes are successfully completed related to workbaskets, expense statements, P-Cards, check disbursements, etc.
• Coordinate with and prioritize meetings for State leaders to ensure deadlines are met and time is utilized efficiently. And co-ordinate agendas for leadership meetings
• Coordinate with IT for technology utilized in meetings, communications/virtual meetings, various other technical platforms
• Coordinate meetings with Mayors, City Officials, Lobbyists & Chamber of Commerce in collaboration with the EA/GA and BD teams. Coordinate Service Awards, birthday cards for employees, holiday Cards, etc 
• Coordinate Political Action Committee events
• Process EDR’s for State-Wide Contributions
• Assist with Safety Fair events and coordination of employee appreciation events
• Assist External Affairs with grants, company contributions, etc.
• Coordinate department workflow. Maintains and orders equipment and supplies.
• Ensure confidentiality of records, documents, correspondence and material information is maintained at all times. 

Knowledge/Skills

• Strong knowledge of office management procedures and practices
• Intermediate level experience with computerized systems, database management and spreadsheet and word-processing programs to manipulate data and create reports.
• Strong knowledge of computer software such as MS Word, Excel and Outlook 
• Strong process, project, and program management skills.
• Sound business acumen and judgment.
• Good quantitative and analytical skills; attention to detail.
• Good verbal and written communication skills (e.g., report writing, listening, plan reading and creating, and presentation).
• Strong interpersonal skills (e.g., tact/diplomacy, persuasion, team building, cooperation, leadership, ability to motivate others. 

Experience/Education

• Associate degree in Office Management, Business or related field is preferred.
• 5+ years of experience in Office administration in a large organization

Travel Requirements

Occasional in-state travel to support meetings, workshops and other events

Work Environment

Primarily in the office, with occasional work in the field at project sites or project meetings

Competencies