Executive Administrative Assistant

Reports To: CEO and dotted line to Chief People Officer

Status: Full Time (40+ hours) 

FLSA: Exempt 

Location: Our office is located in the vibrant Arena District of downtown Columbus, offering a collaborative, open workspace with opportunities for both team and independent work.

Travel: This role requires occasional local travel (approximately 10% of your time), primarily within the Columbus area for offsite meetings and events.

Overview: 

 As an integral part of the team, you will directly contribute to the efficiency and success of our leadership’s strategic vision, helping drive key organizational goals. You represent Experience Columbus when greeting internal customers, clients, guests, and vendors. This role is polished, articulate, forward-thinking, anticipating needs, and able to solve problems quickly and accurately providing information to the Board and maintaining continual organization for the Executive leadership team.

This person will perform a multitude of duties to help leadership effectively serve the strategic goals of the organization and ensure overall positive work experience of the teams through maintaining efficiency in the office workspace for the organization. 

The Work you will do: 

Board of Directors & Executive Support

• Schedule and coordinate board meetings and manage attendance, meeting agenda, technology, guests and venue requirements. Work closely with the current Board Chair and the staff for agenda items and deliverables. 
• Prepare meeting materials including board reports, and presentations and distribute prior; take minutes and distribute post meeting.
• Maintain Board contact information, bylaws, and compliance/communication with the Board, as needed or directed. , including board reports and presentations, and distribute them before the meeting; take minutes and distribute them afterwards.
• Professionally handle frequent conversations and correspondence with community and government leaders (city council members, Office of the Mayor, etc. on behalf of the Board and executive team.

Communication & Correspondence Management

• Provide organization and administrative support to CEO/CPO including liaison with internal team members, external community, business and civic leaders, and their office.
• Act as an extension of the CEO for project deadlines, tracking and appropriate follow-up
• Complex and strategic calendar management including scheduling, time management, organization and prioritization of appointments and meetings, creating itineraries and registration. 
• Review, organize and prioritize Executive’s emails promptly, and appropriately greet callers; receive and screen calls; manage and delegate information requests; prepare correspondences using MS Office programs or other software for presentations, memos, research and proofreading. 
• Create and manage agendas and meeting invitations; coordinate and order catering, gather/disseminate meeting materials, make audio/visual arrangements, take minutes as needed. 
• Develop meeting presentation materials on behalf of the CEO and coordinate content and/or formatting changes with the marketing team.
• Anticipate executive’s needs and prepare; accordingly, interact with customers, peers, and Experience Columbus employees in mind and be responsive; balance autonomy with teamwork, particularly when supporting multiple executives/leaders.

Project Management & Office Coordination

• General Office Support and Safety; communication with parking and building management for any safety or service needs; May also include email management on behalf of leader/executive, ordering office supplies, managing maintenance, notices for the building and repair of workroom multi-function devices e.g., copier/printers and other office equipment, kitchen/breakroom organization and clean-up, etc. 
  
• Project Support: Lead or assist projects as required; critical thinking – use logic and reasoning to identify alternative solutions, conclusions or approaches to problems. 

Fiscal & Document Management

• Accurate and timely processing of invoices, travel and expense reports for the Executive Team, working as appropriate with Accounts Payable using appropriate software systems like Certify.
• Document Management: Paper and electronic records may include coordinating network/shared drives; organizing and retrieving information in a timely manner; securely managing confidential information in all forms; following Experience Columbus records retention policies and organizing long-term storage as appropriate.
• Entity Registration; managing the online registration/renewal of entity licenses to do business. 

Technology & Office Efficiency

• Leverage and stay current on new or updated technologies introduced by the organization; ability to operate specialty software and other guidance to executives as needed.
•  Anticipate executive’s needs and prepare; accordingly, interact with customers, peers, and Experience Columbus employees in mind and be responsive; balance autonomy with teamwork, particularly when supporting multiple executives/leaders.
• Help manage team/office engagement activities to acknowledge staff, manage activities related to All Team meetings on behalf of Executive leadership including the annual calendar, running the technology and facilitating staff contributions to the agenda. 

We are looking for a detail-oriented and proactive professional who thrives in a fast-paced environment and posessess:

• Proven experience in executive support or administration, ideally within a small team
• Strong organizational skills (physical space, electronic filing)
• Exceptional discretion, confidentiality, and professionalism in all interactions, especially requiring discretion, tact, judgement and poise
• High Level of Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Sharepoint, Outlook) and the ability to learn new tools as needed such as AI
• A collaborative, growth mindset with the ability to take direction, flexibility and take initiative to work independently when needed
• Experience working with internal and/or external organization Executives
• Team player, focused on strong relationships built on respect, trust and sharing of knowledge. 
• Ability to take directions from others, ask questions when needed and apply feedback.
• Excellent problem-solver with the ability to anticipate needs, develop solutions and overcome obstacles with minimal direction.
• A focus on incorporating and supporting DEIA&S initiatives into the work.
• Well-developed time management skills with an ability to consistently meet deadlines with multiple competing priorities
• Prior Hospitality, Tourism, Association or Convention and Visitors Bureau experience a plus 
• Passionate about the product (Columbus) and motivated to exceed expectations 
• The organization requires all employees to obtain and maintain the Experience Columbus Insider (ECI) accreditation 

Physical Demands: 

While the role generally involves office-based tasks, some physical activity is required, such as standing during event registration and light lifting (up to 15 lbs) during events. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The duties of this position may change from time to time. Experience Columbus reserves the right to add or delete duties and responsibilities at the discretion of Experience Columbus or its managers. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.