JOB SUMMARY

The Executive Administration Coordinator is responsible for supporting the Executive team and functioning as a communication liaison, overseeing daily operations and assisting the CEO, CFO, CPO and assigned direct reports with prioritizing tasks, coordination of schedules and projects across ROME.

EDUCATION & EXPERIENCE:

• A Bachelor’s Degree or Associates Degree in Business Administration or related field
• Must have a valid Class D Driver License, reliable transportation and automobile insurance (liability coverage at $100,000 to $300,000)

KNOWLEDGE, SKILLS & ABILITIES:

Demonstrated aptitude for problem-solving; ability to determine solutions for Staff and outside entities.
High level of organizational skills.
Above average proficiency with Microsoft Office Suite including Excel, Word, Outlook, Teams and PowerPoint
Strong verbal and written communication skills
Ability to build strong relationships at all levels of the organization
Calendar Management and Meeting Schedule Management
Strong customer services skills and problem solving
Strong time management skills and ability to multi-task
Degree requirement: Bachelor’s Degree in a relate field of study
Minimum of three (3) years of experience
supporting senior leadership level

ESSENTIAL FUNCTIONS:

• Responsible for providing significant, high-level administrative support to the CEO; and Senior Level Executives, including but not limited to: preparing complex and confidential financial, statistical, narrative, and/or other reports, memos, letters, and correspondence.
• Hours Worked Typically, Monday through Friday, forty-hours per week
• The Executive Coordinator is responsible for supporting the Executive team and functioning as a communication liaison, overseeing daily operations and assisting the CEO and Senior leadership Team with prioritizing tasks, coordination of schedules and projects across ROME.
• Functions as a coordinator and liaison between executive and internal/external stakeholders
• Schedules, coordinates, and ensures the executive team’s appointments and meetings.
• Monitors and responds to emails, ensuring important messages are brought to the executive’s attention promptly
• Manages expense report submissions and ensures timely reimbursements
• Acts as an integral part of managing and executing a varying range of projects
• Prepares and reviews presentation materials
• Coordinates purchase order approval process including ensuring support materials are supportive of request
• Handles complex travel arrangements to ensure efficient and productive business trips
• Supports a varying array of reporting requirements (financial, non-financial)
• Coordinates approvals and visibility of subordinate staff’s time off and travel requests
• Handles and maintains confidential and sensitive information with the utmost discretion and professionalism
• Executes other duties as assigned

AUTONOMY AND ACCOUNTABILITY:

Works from general objectives (such as governmental and agency compliance standards) and broad and varying policies, procedures, rules or precedents with significant functional guidance. May refer specific cases to CEO
for clarification or interpretation. Review by CEO focuses on achievement of the objective and not necessarily on the means, except when required to ensure compliance with regulations.