Executive Assistant

The Executive Assistant works under the direction of the Senior Vice President (SVP) to coordinate activities associated with the achievement of administration and deliverables for CAI’s portfolio of projects.

MAJOR TASKS AND RESPONSIBILITIES (include, but are not limited to):

• Manage the SVP’s calendar, correspondence, information, expenses, scheduling meetings and facilitating coordination and communication with staff and external partners.
• Manage expense requests, time off and timesheet approvals, and other administrative tasks as needed to support the SVP and the SVP’s direct reports.
• Draft, edit, and manage correspondence on behalf of SVP as needed.
• Provide administrative and project management assistance to the SVP to facilitate the management and oversight of projects in CAI’s portfolio.
• Handle confidential information and sensitive communication with discretion.
• Support the alignment of project and organizational priorities by ensuring strong communication between the SVP and project teams or Core Resources leads.
• Participate in internal planning meetings and help track follow-up actions related to strategic initiatives or leadership decisions.
• Coordinate Board of Directors’ activities
• Contribute to special projects or internal initiatives as assigned by SVP or Senior Leadership.

Perform other duties as necessary/assigned.

Qualifications:

• At least five years of full-time related experience supporting senior staff.
• Exceptional organizational and time-management skills; able to manage multiple priorities and deadlines with accuracy and efficiency.
• Detail oriented, highly organized and ability to multi-task/manage multiple projects.
• Proactive problem-solver with a collaborative, flexible approach to working with internal and external partners.
• Strong written and verbal communication skills, with the ability to draft high-level correspondence, prepare materials, and represent leadership professionally.
• High emotional intelligence and interpersonal skills; able to build trust and communicate effectively across diverse teams.
• Demonstrated discretion and sound judgment in handling sensitive and confidential matters.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, and project management tools.

Physical Demands:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Executive Assistant’s job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Executive Assistant’s job.

While performing the Executive Assistant’s responsibilities, the employee is required to talk and hear. This position is not remote and requires the employee to be on-site at a CAI office. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times and set-up of training materials and resources. The position requires entering, viewing, and revising text and graphics on the computer terminal and on paper. Vision abilities required by this job include close vision.

This job description is intended to convey information essential to understanding the scope of the Executive Assistant’s position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.

CAI is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

CAI offers the following benefits:

• Medical, dental and vision insurance
• Employee Assistance Program (EAP)
• Flexible spending Account (FSA)
• Dependent Care Account (DCA)
• Transit Reimbursement Account
• Life Insurance – company sponsored up to $50,000
• Long term disability (LTD)
• Short term disability (STD)
• 401K retirement plan after three (3) months of employment
• Semi-monthly payroll, the 15th and last day of each month

Vacation and Leave benefits:

• 11 Holidays per year
• 2 Personal days year
• 12 Sick days per year
• 10-15 Vacation days per year increasing after 4 years of service
• 1 Cancer Screening Day per year
• Bereavement Leave
• Jury Duty Leave