Description

This position is responsible for providing administrative support to the Chairman/CEO. Acts as a liaison between the Chairman and President, the Institute, and high-level outside contacts. Handles information of highly confidential and critical nature.

Essential Functions

• Plans, coordinates, and schedules the Chairman's activities by maintaining a daily schedule via Outlook. Schedules both internal and external meetings and conference calls.
• Coordinates speaking engagements both domestic and international; manages all incoming speaking invitations and maintains a detailed list of confirmed and pending events.
• Prepares and maintains a detailed calendar of significant calendar entries on a multi-year basis.
• Develops and recommends administrative office procedures and systems; ensures smooth office operations.
• Manages external contacts, proactively understanding who they are, identifying priority contacts and keeping track of periodic communication as needed.
• Receives and screens telephone calls to the Chairman and provides assistance using independent judgment to determine those requiring immediate attention; prioritize, channel, and facilitate communication to/from management / staff and others.
• Oversees the coordination of travel for the Chairman. This includes the scheduling and booking of flights, lodging, and transportation; preparation of travel itineraries; managing a detailed schedule of upcoming travel; collects receipts and submits the proper paperwork for reimbursement after each trip.
• Independently responds to letters and general correspondence of a routine nature.
• Prepares and maintains the annual budget for the Office of the Chairman.
• Interacts on a regular basis with the Executive Assistant to the Board of Directors, as well as, directly with the Board regarding coordination of meetings and other miscellaneous occurrences as they may arise.
• Receives and distributes incoming mail; review and evaluate mail to identify those items requiring priority attention of the Chairman.
• Manages confidential files and the Chairman's library. Maintains an index system on the files.
• Maintains strict confidentiality of the Chairman's callers, visitors, mail, faxes, email, files and any other correspondences.
• Attends meetings and takes minute notes for the Chairman as necessary.
• Assists with special projects and assignments as necessary.
• Responsible for the integration of environmental, health and safety protocols into work activities. This includes reporting potential hazards and when necessary helping to implement solutions to ensure safety and respect for the environment.
• Performs other duties as assigned.
• Strictly adheres to all documented JCVI policies and procedures to include carrying out all functions required of Institute employees (i.e. completion of timesheets in an accurate and timely manner).

• High School diploma or equivalency required. College diploma preferred. Minimum of seven years of executive administrative experience performing duties listed above.
• Experience working in a scientific environment and supporting scientific personnel is preferred.
• Demonstrated ability to effectively supervise staff.
• Ability to manage executive team schedules and plan meetings all different types and sizes.
• High level of discretion for confidential work and information; ability to appropriately handle critical information and sensitive situations.
• Must have strong computer aptitude, including experience with word processing and spreadsheet software; excellent typing skills required. Willingness to learn additional software packages as needed.
• Excellent organization and time management skills; ability to meet tight deadlines.
• Ability to proofread and edit with accuracy; detail oriented.
• Proficiency with standard administrative procedures and office equipment.
• Ability to handle a variety of tasks and shift priorities simultaneously.
• Strong interpersonal skills; ability to effectively interact with all levels of staff and external contacts; ability to work as an effective team member.
• Cooperative and service-oriented attitude; must be able to work under pressure and maintain a professional demeanor.
• Ability to work flexible hours which may include overtime on occasion.
• Ability to use sound judgment to effectively solve problems within the scope of the position
• Must have a high level of initiative and ability to work with minimum supervision.
• Superior verbal and written communications skills.

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e. business office with computers, phone, and printers, light traffic)

• Ability to work in a confined area.

• Ability to sit at a computer terminal for an extended period of time.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to install computer equipment.

• Specific vision abilities required by this job include close vision requirements due to computer work.

• Light to moderate lifting is required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.