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| Organization | |
| Type | Full Time |
| Application Deadline | March 31, 2022 |
| College Degree Required? | No |
| Salary Range | $55,000 - $60,000 annual |
| jobs@cos.io | |
| Phone |
Description
Provide comprehensive organization, coordination, and communication support for the Executive Staff (ED and COO). Through outstanding organizational skills and thoughtfulness, enhance the executive’s effectiveness by providing information management support and representing the executive to others as well as anticipating issues before they become problems. Point-of-contact for coordination with other organizations for executive-level meetings and negotiations. Identify and anticipate organization and executives’ priorities to support prioritization of tasks and events, and identification of alternative courses of action with risks and opportunities for each. Manage special projects and events for the Executive Staff.
Administrative Objectives: Provides exceptional administrative and operational support to several core areas within the organization. This position will function as a member of the operations team and will take on a broad array of responsibilities. The Business Support Specialist’s duties include creating and maintaining digital files, drafting routine communications, as well as initiating financial transactions (e.g., reimbursements, purchases), and making business travel arrangements for the organization. There will also be times when this position will be required to represent the organization to visitors, including greeting constituents/guests, triaging needs, and referring constituents as needed or coordinating appropriate action for a response. In addition to delivering high-level administrative support, the Business Support Specialist will help ensure office operations function in a professional and predictable manner and will manage, track and coordinate follow-up for various special projects to include in-person and virtual events.
Job Duties
- Calendar Management – maintains the Executive Staff’s schedule, and coordinates with external and internal calendars of key personnel for efficient meeting planning. Has scheduling authority for this calendar as a delegate. Supports Leadership Team calendar activities, particularly for scheduling multi-party calls and meetings with external groups.
- Travel Management – maintains the Organization’s travel calendar, including coordinating with external and internal personnel on all travel logistics, for speaking engagements and other COS related travel.
- Serves as coordinator and host to external visitors who are primarily meeting with Executive staff. Identifies, analyzes, recommends, and implements solutions to problems in administrative procedures.
- Maintains content sources in support of the Executive staff , including content such as speaker bios, CVs, travel forecasts, Salesforce records, meeting notes.
- Provides executive support in a one-on-one working relationship to the Executive Staff.
- Draft meeting minutes for internal and external executive-level meetings to include board meetings and committee meetings.
- Manage Board of Directors meeting materials, meeting logistics and records, initiating communications, managing technology.
- On & off-site coordination of events including: travel accommodations, food, rentals, & general guests support- including visiting candidates.
- Track costs to align with budgetary restraints.
- Assist in creating event agendas, emails, and logistical coordination
- Identify, select, negotiate, and manage event vendors (e.g. hotels, rental companies, food service companies)
Skills Required
Required Skills/Abilities
- Proficient in Google Workspace, Zoom, and Adobe Acrobat
- Ability to adapt to changing priorities quickly and efficiently
- Must be able to communicate efficiently both verbally and in writing
- Keen record keeping and data entry skills
- Superior attention to detail
- Must be able to handle sensitive information with discretion and confidentiality
Required Education/Experience
- At least 2 years of general administrative and/or event experience
- At least 2 years of executive support experience
- A degree is not required for this position
Work Schedule
Monday- Friday, 9a-5p ET
Additional Info
Benefits
- 401(k) with employer match. COS offers a matching contribution of 100% up to 3% of pay and another 50% up to 5% of pay (the full match will be 4% if participants elect to defer 5%)
- Health, dental, and vision insurance. COS covers 100% of employee premium and 50% of all dependent coverage costs under the base plan
- 15 days vacation in year one
- COS offers paid leave for up to three (3) months to all full-time, regular employees to care for their child after birth, after or during the adoption process, or to care for their spouse, child, or parent who has a serious health condition as well as for the employee’s own serious health condition.
- Remote work option or modern local office space in Charlottesville, VA with a Macbook and Google Workspace environment
Please apply by submitting a resume and cover letter explaining your background and interest in the position. Questions about the position and COS are welcome and can be directed to jobs@cos.io.