Job Description

The Executive Assistant is directly responsible to the President/CEO and COO/CFO.

The Executive Assistant must be able to work independently, assume self-direction and is responsible to ensure that the administrative functions of the Executive Office are managed appropriately to provide an organized, prioritized flow of information to and from the President/CEO, COO/CFO and other key members of the executive leadership team. The Executive Assistant is expected to exercise a high level discretion and confidentiality. The Executive Assistant must recognize and respond appropriately to a variety of sensitive and/or confidential information, perform targeted research, filter requests, communicate with internal and external constituents on the executive's behalf, participate in meetings, delegate actions and track priorities.

• Perform administrative and secretarial support for President/CEO, and COO/CFO as needed (i.e., filing, typing, copying, and data entry). May include presentation and/or report generation.
• Oversee and coordinate the calendars, correspondence, company engagements and board functions for President/CEO and COO/CFO
• Maintain confidential files of the President/CEO and COO/CFO
• Responsible for all administrative support of Board of Directors, Committees, Executive and Senior Leadership Meetings booking of rooms, coordination and development of agendas, gathering of needed reports and information, attendance tracking, meeting minutes, follow-up of agenda items and all related communications.
• Maintain all corporations' Bylaws and Articles of Incorporation and ensures that all revisions approved by the Board of Directors are integrated
• Responsible for maintaining the governing Boards' and their committees' policies and procedures, including their orientation manuals
• Responsible for development and maintenance of the corporation's Central Files (i.e., grants, proposals, CARF information, original policies and procedures, originals for all committee meetings, contract compliance information)
• Oversee the preparation and revision of contracts and grants. Coordinates all processes with Grant Administrator. Develops procedures for contract and grant monitoring, preparing grant applications and contracts, along with managing all grant and contract related correspondence.
• Assists in compiling and preparing reports necessary for compliance with grants or funding source requirements
• Receives all incoming contracts and proposals, compiles information, obtains appropriate signatures and schedules follow up reviews
• Complete the Michigan Annual Report for each organization on an annual basis each fall or when required
• Complete the Renewal Solicitation Form for charitable organizations for annually for each organizationCoordinate and assist with the Corporate Insurance Renewal applications annually for each organization for current carrier policies
• Handle conference attendance coordination for the Executive Team; including registrations, flights, hotels, per diem, ground transportation and related details
• Handle credit card reconciliations for President/CEO and COO/CFO
• Monitor levels of office supplies for the Executive Team, Board Room and Kitchen. Order supplies as needed, keep organized and review accuracy of deliveries

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County
To apply please email your resume to mmattison@ultimatestaffing.com