| Position Overview: This position provides administrative and secretarial support for the President of the Academy. In addition to typing, filing, scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures. Position Responsibilities: - Schedules and organizes complex activities such as meetings, travel, conferences and activities for the President of the Academy.
- Creates and develops presentations for the President.
- Establishes, develops, maintains and updates filing system for the President of the Academy.
- Retrieves information from files when needed.
- Organizes and prioritizes large volumes of information and calls.
- Sorts and distributes mail. Opens mail for the President. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
- Answers phones for President. Takes messages or fields/answers all routine and non-routine questions.
- Prepares all Board of Trustee packages for the Board Meetings. Attends most Board meetings and takes minutes. Minutes must then be approved by the President and forwarded to the Board members.
- Act as a liaison with other departments and outside agencies, including senior level staff such as Directors for each area of the Academy. Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the President, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
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