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Description
PURPOSE: To provide personal and business administrative support to Mrs. Cafritz and CCE office staff. (20 hours a week, 3 days in the office)
RESPONSIBILITIES:
• Provide general day-to-day administrative support.
• Plan travel including booking flights, prepare itineraries, coordinate with other attendees, process timely payments, take care of other accommodations, and transportation.
• Coordinate and schedule personal appointments, including doctor’s appointments, home, restaurant reservations and car appointments.
• Serve as liaison to outside vendors, home staff, consultants, catering and others with regards to scheduling for parties and property maintenance.
• Coordinate with the Executive Assistant in scheduling and setting up business meetings.
• Sort and distribute office incoming mail and paperwork.
• Order supplies for the office, set-up for meetings including refreshments and video/audio requirements.
• Answer office phone calls and take messages
• Respond to emails.
• Type and design general correspondence, invitations, letters, memos, charts, tables, etc.
• Process check requests and invoices.
• Provide scheduling and logistical support for meetings and other events, including set-up and break-down.
• Run miscellaneous errands as requested.
• Process invitations: respond to invitations and process any payment required. Obtain additional information as requested.
• All other duties, as assigned to meet business needs.
QUALIFICATIONS:
Combination of Bachelor’s Degree and a minimum of 4 years’ experience in an Executive/Personal Assistant role for a Senior Executive, or in lieu of a Bachelor’s Degree at least 8 years’ experience Advance proficiency in using Mac computer software (Word, Excel, Outlook); ability to take dictation, familiarity with office equipment (fax, printers, copiers); ability to handle multiple tasks; ability to work independently; ability to interact with others on behalf of Mrs. Cafritz; must be able to maintain confidentiality. Detailed experience in setting up Zoom meetings, including screen sharing of files. Work requires continual attention to detail in composing, typing and proofing material, establishing priorities and meeting deadlines. Must also have excellent penmanship and grammar skills.
WORKING CONDITIONS AND PHYSICAL/MENTAL DEMANDS:
With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all responsibilities described. In addition to other demands, the demands of the position may include:
• Maintaining composure in dealing with the Owner, authorities, staff, consultants, and the public, occasionally under conditions of urgency and in pressure situations.
• Required ability to handle multiple tasks concurrently.
• Must be able to work in a variety of physical positions, including sitting, standing, walking, stooping and climbing.
This position description is intended to serve as a summary of the general purpose and essential functions of this position. It may change as circumstances warrant and may include other duties deemed necessary by management.
HOURLY RATE: $33.00
BENEFITS:
• 80 hours PTO annually
• Transit Allowance or on-site garage parking
• Fidelity Simple IRA Retirement Plan