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Executive Assistant/Office Manager

Rockford, IL 611011102

Posted: 08/12/2024 Employment Type: Permanent Industry: Administrative & Office Job Number: R 636062812

Job Description

Executive Assistant/Office Manager ESSENTIAL FUNCTIONS:
Executive Support
  • Monitors progress, coordinates, and prioritizes CEO’s workflow.
  • Advises on and prepares minutes, agendas, policies, and documents for the RACVB board, RACVB charitable foundation board and other RACVB stakeholders.
  • Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
  • Assists in the planning and execution of GoRockford events, as requested.
  • Maintains established timeline, preparation, and submittal of Board monitoring reports; including drafting reports as requested.
  • As directed by the CEO, plans, and organizes special Board meetings and retreats that focus on long-term plans, issues, and opportunities.
  • Assists with accounting and finance, including grants, documents, and filing, as needed.
  • Other duties may be assigned.

Administrative Support
  • Schedules and confirms meetings and appointments for the President/CEO, senior staff, and board committees.
  • Makes travel arrangements as necessary and prepares expense reports.
  • Makes copies, sends communication, and composes and drafts letters, memos, and presentations for the President/CEO.
  • Opens, sorts, and distributes mail.
  • Makes local deliveries, on occasion, for President/CEO or other staff.
  • Responds to calls, voice mails, e-mails, and correspondence for the President/CEO.
  • Maximizes technology to efficiently support the President/CEO in managing schedules and communication.
  • Serves as a valuable “go to” person for senior management team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
  • Manages staff recognition program, including birthdays, anniversaries, and special celebrations.

Technology Coordinator
  • Provide server administration (new users, login, passwords, etc.).
  • Resolve day to day PC and printer issues with guidance and assistance from IT service provider, as necessary.
  • Maintain relationship with and schedule services with IT service provider.
  •  Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings).
  • Maintain copiers and schedule repairs, as necessary.
  • Provide office training on phone system, copiers, computer software and peripherals, and other equipment.

Office Manager
  • Communicate operational policies and procedures, as necessary.
  • Oversee scheduling day-to-day maintenance of the building and grounds.
  • Maintain inventories of office and kitchen supplies and order as needed to ensure smooth office operations.
  • Assist with the purchase of office equipment, services, and maintenance agreements.
  • Serve as the ‘point-person’ for the RACVB in greeting guests in person and on the phone.
  • Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.).
  • Ensure reception area and all common areas are clean, including meeting rooms and kitchen, at the beginning and end of day.
  • Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep, as necessary.
  • Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials, and ordering brochures, as necessary.
  • Open and close office, including unlocking doors, making coffee, checking mailbox, etc.

EDUCATION/EXPERIENCE REQUIREMENTS:
  • Three to five years related experience; or equivalent combination of education and experience.
  • Prior work experience for an executive level leader, board governance, monitoring and minute taking preferred. Destination/tourism work experience is a plus.
  • Candidate should demonstrate an innovative use of strategy, creativity, collaboration, and project management skills to produce meaningful results.
  • Candidate should project professionalism and confidence while willing to roll up the sleeves when necessary.
  • Must have valid driver’s license and reliable personal transportation. May need to attend a morning, evening, or an occasional weekend meeting/event.
Please apply directly to the Executive Assistant/Office Manager role or contact Keri Benhoff at keri.benhoff@furstexec.com.

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Keri Benhoff

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About Rockford, IL

Ready to take your career to new heights in Rockford, Illinois? Explore our job opportunities in this vibrant city and uncover endless possibilities for growth and success. Nestled in the heart of Winnebago County, Rockford blends urban convenience with a laid-back Midwest charm. From iconic landmarks like the Anderson Japanese Gardens and the Coronado Performing Arts Center to the mouth-watering cuisine at Beef-A-Roo and the exciting games hosted by the Rockford IceHogs at the BMO Harris Bank Center, this city has something for everyone. The Rockford region boasts a thriving arts scene, with galleries like the Rockford Art Museum and the Klehm Arboretum & Botanic Garden providing inspiration at every turn. Discover your next career move in Rockford, where opportunities abound and a unique culture awaits!