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ACCP Job Description TITLE OF POSITION: Office Manager & Executive Assistant DEPT/DIVISION: Operations SUPERVISOR’S TITLE: President and CEO LOCATION: Orlando, FL STATUS: Full Time (Exempt) NATURE OF POSITION: Under the direct supervision of the President and CEO, this position manages the key office operations for ACCP. Must be able to plan, prioritize and organize diversified workload and recommend changes in office practices or procedures. Must be extremely detail oriented and independent. This position includes administrative functions duties such as filing, scheduling, coordinating internal and external meetings including those for the board of directors and correspondence as well as special projects. Deals with a diverse group of important external callers as well as internal contacts at all levels of the organization and handles highly confidential information. SPECIFIC RESPONSIBILITIES: Office Manager: Work with all team members to achieve the annual organizational goals including but not limited to membership and tuition revenue Develop and manage office and board meeting budget Maintain and update job postings on ACCP website Manages invoice approval process with virtual offices to meet audit requirements Assist with completion of expense reports and obtain approvals required to meet audit requirements Act as recording secretary for staff meetings, prepare action minutes for distribution Coordinate facilities management Management of office systems Serves as point of contact for Orlando office phone and internet services Act as liaison with other staff and offices Management of vendors for office systems and tech support Establish, develop, maintain and update filing system for Orlando office Maintain master ACCP Calendar Schedule and organize travel for all staff as needed for meetings and conferences Proofreads copy for spelling, grammar. Responsible for accuracy and clarity of final copy Answer and field phone calls Assist with event planning, as requested Establishes library of trade publications Sort and distribute mail Purchase office equipment and supplies Office Manager and Executive Assistant April 2015 Page 1 Manage postage and shipping utilizing USPS, Fedex and UPS accounts Assist with the management of PTO system and approval along with Director, Operations as needed Special projects as assigned Executive Office and Board of Directors: Support the CEO’s sales process, including scheduling sales calls and member outreach efforts Identify and execute activities to support the CEO’s key strategic initiatives Manage CEO Calendar including travel, speaking engagements, etc. Foster relationship with ACCP Board of Directors Prepare meeting agenda for all Board of Directors meetings Assist CEO with BOD governance and management Responsible for all BOD meeting logistics both in person and virtual Create and prepare power point and documentation for BOD meetings and CEO Assist CEO with board meeting preparation and follow up Prepare meeting minutes for all BOD related meetings in a timely manner Handles highly confidential information with ease Establishes, develops, maintains and updates filing system for CEO QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS: Minimum of 5 years experience in similar role, Bachelor’s degree preferred Must have exceptional organization skills, detail oriented, strong computer and internet research skills. Proficiency with basic office software, including PowerPoint, Word, Excel, and Outlook is required. Aptitude for learning new technology systems. Must have high level of interpersonal skills to handle sensitive and confidential situations. Must have analytical abilities in order to gather and summarize data for reports, find solutions to various administrative problems. Must be an independent thinker with high level of decision making skills. Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be flexible and possess excellent interpersonal skills, project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. POSITION RELATIONSHIPS: Board of Directors: Direct interaction with ACCP Board of Directors required. Membership: Direct interaction with ACCP members and prospective members required, mostly within the context of obtaining information that enhances communication efforts. Vendors: Must possess superior management skills to ensure vendors deliver quality products and services. Staff: Works extensively in an independent, cross-organizational mode. communication skills. Must possess effective POSITION RESPONSIBILITIES: Office Manager and Executive Assistant April 2015 Page 2 Policy Formulation: Works with senior team in the organization to formulate policies and procedures related to office management. Planning: Responsible for maintaining and communicating organizational schedules. Decision Authority: Responsible for the day-to-day management of the Orlando office and relationships with staff, board of directors, members and vendors. Budgetary Responsibility: Responsible for the development and management of board of director, office supply and facilities budget. Supervisory Responsibility: Works with outside vendors and interns as required. APPLICATION PROCESS: Candidate must live in the Orlando, FL area, no relocation package provided A cover letter including salary requirements must be sent to Donna@accprof.org Office Manager and Executive Assistant April 2015 Page 3
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