Executive Administrative Assistant
AOCS - Urbana, IL

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Not-for-profit international association is requires an administrative support individual with strong interpersonal and organizational skills to work with the CEO and Finance Director. This position performs a wide range of administrative and support duties of a highly responsible and confidential nature. The position requires an individual with a high level of tact and integrity, a sense of humor, ability to work with individuals at all levels, and is a self-starter and team player. Candidate must be proficient in Microsoft Office, have strong written and verbal communications skills and possess at a minimum a college associates degree. Prior administrative experience a plus. Interested candidates should submit a cover letter with salary requirements and resume to listed email address with Administrative Assistant in the subject line.

Detailed job responsibilities:
Administrative Support - Governing Board and Related Entities

  • Coordinates Board meetings, calls, and events including logistics and budgets.
  • Uses Doodle Polls to set dates/times. (Doodle poll is based on President’s availability).
  • For in person meetings, will work with a staff person in the meetings department to make arrangements and hotel reservations.
  • Maintains legally required permanent reference files for minutes of meetings of the Governing Board and Executive Committee.
  • Official Notes and Minutes are created for each Board meeting.
  • Board votes by email only require an official minutes.
  • Comprehensive list of actions is kept on file for easy reference.
  • Prepares Minutes from Annual Business Meeting for publication in Inform.
  • Maintains Governing Board Policy Manual including making updates and keeping a log of changes.
  • Interfaces and assists the currently elected President.
  • Provides a contact point for the President, especially in times the CEO is unavailable.
  • May be asked to complete special tasks on behalf of the President, and should do so with the approval of the CEO.
  • Coordinates the work of the Nominations and Election Committee.
  • Tracks the terms of service for the Governing Board and all working Committee Chairpersons.
  • Notifies appropriate parties when terms are expiring and eligibility of candidates.
  • Solicits potential candidates to complete Candidate Questionnaire and maintains a database of responses of each candidate, which is provided to the N&E Committee annually for deliberation.
  • Through input from the Board, provide any additional information to N&E Committee to use in identifying candidates.
  • Manages annual election of Board members including arranging orientation of newly elected Board members.
  • Follows the N&E Procedures and timeline for executing the election.
  • Gathers photo and biographical data from candidates and coordinates with Graphic Designer to create the paper ballot draft for approval by the candidates. Also orders appropriate supplies (envelopes, etc.)
  • Responsible for planning and management of governance-related events at the Annual Meeting each year.
  • Business Luncheon
  • Works with Jeweler to have Past President’s Pin made/engraved.
  • Past President/Board Alumni Advisory Committee
  • Past President/Board Alumni Reception
  • Past President’s Dinner (including photo)
  • Governing Board and Executive Committee Meetings
  • Maintains the Administrative areas of the website.
  • Keeps Board information, Bylaws, and History sections (About Us) of the website updated as needed.
  • Maintains and manages activities of the Past Presidents and Board Alumni.
  • Annual Meeting Events
  • Past President’s Birthdays
  • Past President’s Annual Holiday Newsletter compilation and distribution

Administrative Support - Foundation

  • Coordinates meetings, calls, and assists in events including logistics and budgets.
  • Assists with sending gift acknowledgements and donor recognition.
  • Assists in the implementation of fundraising campaigns.
  • Assists in the management of specific events at the Annual Meeting each year, including the silent auction and Foundation presence.
  • Maintains accurate and confidential Foundation Donor files.

Administrative Support – CEO and Sr. Director, Finance and Operations

  • Coordinates meetings, calls, and events including logistics and budgets.
  • Uses Doodle Polls to set dates/times.
  • For in person meetings, will work with a staff person in the meetings department to make arrangements and hotel reservations.
  • Maintains electronic and paper filing systems for CEO, as appropriate.
  • Assists CEO with management of schedule and travel arrangements.
  • Assists CEO as needed in preparation for CEO’s travel, including background research and/or preparation of speaking and presentation materials.
  • Prepares expense reports for CEO.
  • Assists Sr. Director, Finance & Operations with human resource programs and projects including:
  • Maintaining confidential electronic and paper filing systems.
  • Placing employment advertisements, building applicant packets as appropriate
  • Preparing and scheduling new staff orientation.
  • Manages employee required communication for health, dental, and retirement plans.
  • Responsible for distribution and collection of employee administrative information annually.
  • Plans, implements, and finalizes special projects assigned by CEO and/or Sr. Director, Finance and Operations.
  • Other duties as assigned.

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About this company
AOCS is a professional membership association that advances the science and technology of oils, fats, surfactants and related materials,...