Executive Administrative Assistant to COO

The Executive Assistant to the Chief Operating Officer (COO) is a high-level administrative position that works closely with the COO to help execute the organization’s operational goals.  This position will provide administrative, reporting, financial, and communications support for Brookwood Operations that includes but not limited to Retail, Horticulture, Production, and Maintenance Departments. The incumbent may interact with managers and supervisors in other departments, donors, family members of citizens, customers, and vendors. Must maintain a high level of confidentiality.  Primarily supports Chief Operating Officer as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

Administration – Provides general office support for Brookwood Operations.

  • Mail/Email – Reviews all correspondence addressed to COO and replies when appropriate and/or brings to the attention of the COO.
  • Responsible for answering telephones, gleaning information, determining priorities, forwarding calls for appropriate actions, and following up to assure timely response.
  • Completes pertinent clerical duties.
  • Serves as liaison with other Brookwood departments.
  • Makes meeting arrangements, including assembling and distributing materials, coordinating calendars of attendees, and reserving a suitable conference room.

Operations Reporting

Prepares and distributes routine and ad hoc reports, including:

  • Project status
  • Success measures
  • High-level summaries of financial data
  • Spreadsheets of community-wide needs explained and aggregated for development purposes.

QUALIFITICATIONS- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 EDUCATION and/or EXPERIENCE

  • Two year’s college, junior college, or business school.
  • Job-related experience preferred.

SPECIFIC KNOWLEDGE

  • Working knowledge of personal computer
  • Proficiency with MS Word, Excel, Power Point, as well as database and email software.

MATHEMATICAL SKILLS

Should possess the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute percent or index and to create charts and graphs will be expected.

ABILITIES

  • Highly organized
  • Attentive to detail
  • Coordinate and track several projects simultaneously
  • Handle a large volume of work under short deadlines
  • Prioritize – decide which of several competing tasks to pursue in order
  • Make independent decisions
  • Identify and suggest innovations, improvements, and changes in process where appropriate
  • Communicate effectively both orally and in writing
  • Maintain confidentiality

PHYSICAL DEMANDS – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and work at a computer terminal for long periods of time.  Talking and hearing over the telephone are required.  The incumbent is also required to stand and walk among buildings on campus.  Specific vision abilities required by this job include close and color vision.

WORK ENVIRONMENT

The work environment is generally that of a busy office, characterized by frequent telephone conversations and regular technological communications.  At times, the incumbent will also have face-to-face business in the Brookwood enterprises (workshops, retail stores, and Café).