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Senior Administrative Assistant, COA

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Senior Administrative Assistant, COA
Council on Aging of Southwestern Ohio
Cincinnati, Ohio
Senior Administrative Assistant 1
Job Summary

Our mission is to enhance lives by assisting people to remain independent through a range of quality services.  If you want to become part of a mission driven organization and you have previous Administrative Assistant experience, consider joining COA.  In this position, you will support our executive team members by managing calendars, creating reports, organizing meetings, attending board meetings and taking minutes and various other administrative functions.  We offer competitive benefits including health, dental and vision (even pet insurance), 6% employer paid pension contribution, a 37.5-hour work week, a DEIB Committee, and generous paid time off.

Job Description
As a Senior Administrative Assistant, you will perform the following functions:
  • Coordinate and schedule meetings and manage very active, complex Outlook calendars.  Monitor calendars daily to determine needs for upcoming meetings and create or gather accordingly.  Proactively handle calendar conflicts and manage schedule changes in a timely manner.  Provide meeting documents in advance of meetings or appointments to allow enough time for review and preparation.
  • Keep executives informed of upcoming commitments and deadlines, and help drive completion of key deliverables, tracking and following up on outstanding items throughout the process.
  • Ensure department needs are supported by checking email and voicemail after core business hours and on weekends and if a need arises, respond, and handle accordingly.
  • Develop an understanding of executive responsibilities, priorities, and how they think and do in order to know how to appropriately handle requests for meetings or information, issues, situations, voicemails, emails or other inquiries in their absence.
  • Create, gather or format a variety of reports, spreadsheets, presentations, letters and general correspondence.  Accurately review and edit documents with high degree of accuracy, with the focus on visual appearance, content and grammar.  May prepare written communication from rough written copies or flip charts and/or oral instructions that include notes taken in meetings.
  • Prepare for meetings and events that include meeting logistics such as conference room scheduling, setup of needed equipment, arranging food/refreshments, and ensuring accurate production of meeting materials.  Handle some travel arrangements such as flights, hotel, and care rental.  Create itineraries and prepare mileage and expense reimbursements.
  • Send meeting materials in advance by deadline dates.  Ensure that the appropriate people are included on calendar invites and their attendance is confirmed prior to meetings.  Secure conference room, Zoom, TEAMS, conference line, audio/visual, and set up the meeting room as needed.
  • Attend meetings to take minutes or notes, transcribe and distribute meeting minutes by deadlines.  Notify staff of any action items they need to act upon and /or provide an update at the next meeting.  Advance recommended committee action items for the Board to supervisor.
  • Five or more years of experience in an administrative support role. 
  • Microsoft Outlook, Word, Excel and Power Point, with a comfort level and willingness to learn and use new software tools. 
  • Basic minute taking experience.
  • Ability to manage active, complex calendars.
  • Confidentiality of documents, information, and conversations.
  • Critical thinking, initiative, multi-tasking, and high attention to detail.
  • Ability to adapt to frequent change.
  • Able to work under pressure and maintain composure.
  • Learn established protocols and apply appropriately.   
  • Strong verbal and written communication, using good judgment.
  • Can work as a team as well as work independently with little supervision.
  • Positive attitude.
  • Love to learn and be part of a high-performing team.

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