Description
Great Parks is seeking a qualified professional for the Executive Assistant to the Chief Executive Officer. This position will support the CEO through schedule management, addressing phone inquiries, handling internal and external meeting requests, scheduling speaking engagements, and executive project management. The position also provides administrative support to the Board of Park Commissioners. This is an integral team member that will need to provide excellent customer service by phone and in person to our guests and be highly organized.
This is an onsite full-time position that will work primarily at the Great Parks’ Winton Center location. This position requires an 8-hour workday, with a flexible start time between 7:00 a.m. and 8:00 a.m.
Be a part of an inclusive organization that enriches the region by inspiring nature-based experiences, celebrating cultural heritage and building strong and healthy communities through our dedicated staff, volunteers, and friends.
The successful candidate will:
Prepares correspondence, reports and other documents for Chief Executive Officer (CEO) including collection of documents provided by Chief Operating Officer (COO) and Division Chiefs.
Maintains CEO and other executive level files including prosecutor files and confidential files stored in the vault.
Prepares advance notification of Board meetings as required including notifying the media and the public. Sends request for agenda items to Division Chiefs and consolidates list of agenda items for CEO and COO review.
Prepares Board agenda and reports for CEO and COO review including items for General, Action, Monitoring Reports and General Reports. Coordinates with CEO and COO on Board meeting schedule, resolutions and donations. Coordinates with Division Chiefs on bid tabs, capital purchases and explanations of payment on the Bills & Payroll Resolution in response to Board questions.
Records Board of Park Commissioners mileage and reimbursement at year end.
Serves as the Board contact for general questions or when CEO is not available.
Receives phone calls from the general public including specific calls directed to the CEO from Guest Relations. Redirects calls as necessary to appropriate Division Chiefs and staff. May include follow up on guest complaints and questions.
Distributes approved Request for CEO Permission and Project Requests.
Coordinates requests for donations directed to the CEO from outside organizations. Coordinates the receiving of donations directed to the CEO or Great Parks including correspondence and approval of donations and terms from Hamilton County Probate Judge.
Manages Park district membership accounts and annual renewals including but not limited to NACPRO, NRPA, OPRA, Cincinnati Chamber, African American Chamber, Hispanic Chamber, Farm Bureau, Mill Creek Alliance, Great Miami River Coalition, Vistage, Center for Local Government, and Green Umbrella.
Responsible for annual CEO correspondence and mailings including annual reports, specific reports and year-end cards. Updates the mailing list periodically to keep current including elected officials.
Prepares packets for CEO meetings including park district information, event literature, specific reports and motor vehicle permits.
Coordinates with Human Resources on regular updates to organizational charts and posts to employee intranet.
Performs variety of administrative duties to assist CEO in oversight of the park district including assembling data and information provided by multiple divisions and departments.
Coordinates arrangements for meetings and seminars for CEO, COO, and Division Chiefs. Schedules the CEO’s external and internal meetings using Outlook Calendar. Schedule’s locations for meetings and programs including room set up, audio visual needs, refreshments, and supplies. Organizes outside catering for meetings if necessary
Provides complex administrative research as needed on projects assigned by the CEO.
Works with the Marketing and Brand Strategy division to plan milestone events and meetings.
Works with the CEO in preparing annual budget and monitoring budget and purchase order balances, writes purchase orders and coordinates end-of-year purchase order carryover, runs reports from budgeting and financial software.
Maintains a purchasing card issued by the park district, keeps accurate expense records, and submits reports by required deadlines. Assists other staff with purchasing and budget questions.
Reviews RFPs and legal bids for consistency and compliance purposes, works with staff on scheduling RFP release to align with legal bid timelines and Board meeting schedule.
Exhibits regular and punctual attendance.
Performs job duties in accordance with Great Parks’ policies, procedures, and performance expectations.
Maintains confidentiality of confidential and sensitive information.
Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required including occasional evenings, weekends, and holidays.
Performs other job duties as assigned.
Requirements
Bachelor’s Degree in business, communications, public administration, or related field
Five years’ administrative experience required. Three years of executive level administrative support preferred.
Additional Skills/Experience:
Able to provide exceptional customer service
Demonstrates strong written and verbal communication skills
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
License of Certification Requirements
State Motor Vehicle Operators License which meets Great Parks’ current carrier guidelines.
