Executive Assistant

Birmingham, AL

Provide executive level support.

  1. Maintain open communication with staff, in addition to, maintaining internal and external communication and information dissemination with all levels of management, attorneys, consultants, Board of Directors, media, public officials, and the public.
  2. Proactively demonstrate independence and take initiative in dealing with day-to-day operations of the executive department, answering, screening, and returning calls with professionalism and diplomacy.
  3. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  4. File and retrieve corporate documents, records, and reports.
  5. Prepare responses to correspondence containing routine inquiries.
  6. Prepares for bi-weekly Board of Directors' meetings, and various committee meetings
  7. Transcribes minutes of Board of Directors meetings in a timely manner for review and approval.
  8. Utilize the Board's online portal, Diligent, and serve as liaison for it relative to uploading, researching, and retrieving data.
  9. Perform executive level administrative duties utilizing Microsoft Word, Access, and Excel as directed in preparing, presenting, and disseminating material for action at Board meetings.
  10. Coordinate logistics of special projects and/or tasks; initiate follow-up procedures to ensure projects and/or tasks are completed, and deadlines met.
  11. Research data regarding Board actions. Compile data for special meetings/or presentations and reports as required.
  12. Manage the administration of contracts, agreements, and legal documents to ensure complete execution, filing, and appropriate personnel are notified, and actions taken.
  13. Reviews, prepares or obtains and files necessary legal reports, case material and documents. Assists with scheduling meetings with attorneys and organization of documents.
  14. Order and maintain office supplies and equipment
  15. Performs other duties as assigned.



8:00 am to 4:30 pm