Executive Assistant & Corporate Secretary

Socket.dev

Marblehead (OH)

On-site

USD 55,000 - 70,000

Full time

6 days ago

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Benefits offered by this job

401(k) & Employer Contribution Plan

Health Insurance

Dental and Vision Insurance

Disability and Life Insurance

Paid Time Off

Paid Holidays

Professional Development Opportunities

Job summary

Lakeside Chautauqua in Ohio seeks an Executive Assistant & Corporate Secretary to support the President & CEO and ensure smooth day-to-day operations. The role emphasizes scheduling, correspondence, and confidential information handling within a nonprofit setting.

The successful candidate will coordinate Board meetings, manage travel, prepare minutes, and maintain essential governance documents, collaborating with the Lakeside Association Board and leadership.

Qualifications

Associate degree; bachelor’s preferred.
Experience in executive support and board governance.
Proficiency with Microsoft Office and board portal software.
Strong customer service and interpersonal skills.

Responsibilities

Manage scheduling for the President & CEO, including calendars and travel.
Coordinate board meetings and manage BoardEffect-related tasks.
Prepare minutes and assemble documents for Board meetings.
Handle confidential information with discretion.
Greet visitors and coordinate communications with stakeholders.

Skills

Impeccable communication

Time management

Organizational skills

Networking

Computer skills

Multi-tasking

Collaboration

Note taking

Reading comprehension

Problem solving

Confidentiality

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

BoardEffect

AI tools

Job description

Job Title:

Executive Assistant & Corporate Secretary

Department:

Administration

Reports to:

President & CEO

Job Type:

Full-Time, exempt

Salary Range:

$55,000 - $70,000 commensurate with experience

Position Summary:

Reporting to the President & CEO, the Executive Assistant & Corporate Secretary is responsible for the transfer of information and communications to and from the President & CEO and the organization as a whole: including all stakeholders. The position demands excellent communication skills, flexibility, and efficiency, with demands and expectations prone to changing on a day-to-day basis. The Executive Assistant & Corporate Secretary should have an exceptional ability to anticipate the needs and preferences of the President & CEO and facilitate their ability to maintain schedules, be organized, and responsive. Through the President & CEO, this position also serves the requests of the Chair of The Association Board of Directors and a point of contact for Board Members.

About Lakeside Chautauqua:

Lakeside Chautauqua is a family destination that has pioneered the act of nurturing the mind, body, and spirit for over 150 years. Conveniently located between Toledo and Cleveland on Lake Erie’s south shore, Lakeside offers a robust summer programming season packed with cultural, educational, spiritual, and recreational opportunities. Within the one-square-mile community, you’ll find hundreds of unique Victorian cottages, a concert auditorium, arts center, historic waterfront hotel, movie theater, pool, tennis, sailing, shopping, dining, and much more. For more information, visit lakesideohio.com/employment.

Skills and Qualifications:

Impeccable communication – strong verbal and written communication skills;
Excellent time management and organizational skills;
Networking and interpersonal skills;
Strong computer and internet research skills;
Multi-tasking and flexibility skills;
Willingness to learn and be a collaborator;
Ability to write routine reports, correspondence, and take detailed notes;
Ability to read, interpret documents, and procedure manuals;
Ability to calculate figures and amounts such as discounts, interest, commissions, portions, and percentages and to apply the basic math concepts;
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; and

Ability to work under pressure and handle confidential information.

Essential Duties & Responsibilities:

President & CEO – Executive Assistant:

Manage professional scheduling for President & CEO, including agendas, mail, calls, and client management;
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to department vice presidents;
Confirm department vice presidents are prepared for 1:1 meeting with the President and CEO;
Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, and transportation;
Process monthly credit statement and expenses;
Perform administrative and office support, such as typing, taking of minutes during meetings, spreadsheet creation, faxing, and maintenance of filing system and contact database;
Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business;
Organize team communications and coordinate events, both internally and offsite;
Greet guests, residents, and staff; answer all phone calls, emails, and face-to-face inquiries and direct them to the appropriate departments;
Coordinate donor cultivation and prospecting; and
Work in conjunction with the CEO to support The Lakeside Association Board as listed below.

Board of Directors – Corporate Secretary:

Serve as the point of contact for the Chair of The Lakeside Association Board of Directors;
Serve as Administrator of Board software platform BoardEffect;
Collaborate with Board Chair and Board Committees to schedule and organize all in-person and hybrid meeting logistics for the Quarterly and Special Board meetings and Committee meetings;
Gather Board and CEO documents for Board meetings ensuring accuracy and alignment with Board Agenda;
Prepare Board Resolutions for approval and tracking;
Ensure distribution of documents via BoardEffect prior to Quarterly Board meetings in compliance with the Bylaws;
Attend Quarterly Board meetings, take minutes, and provide timely draft to the Board Chair and Board Secretary;
Ensure key documents and approved minutes, resolutions, and charters are accessible in BoardEffect;
Maintain and store key governing documents and records including bylaws, governance policies, strategic plan, approved minutes and resolutions, Committee Charters, Director and Committee terms, budget assumptions, financial statements, staff organizational chart, Board members information, and Board calendar;
Track Board applications and schedule interviews with selected candidates;
Coordinate New Director onboarding and assemble key documents and records for orientation packet;
Provide BoardEffect software training to Directors; and
Ensure conflict of interest and confidentiality agreements are signed by Directors annually.

Education and/or Experience:

Associate degree; bachelor’s preferred;
The ability to work with the public and other employees;
Proficiency in Microsoft Outlook, Word, Excel, and operation of general office machines;
Experience in customer service is required;
Proven work experience as an Executive Assistant/Corporate Secretary or similar role desired;
Knowledge of Board portal software such as the BoardEffect Platform;
Experience with AI tools is a plus;
Working knowledge of Roberts Rules of Order and parliamentary procedure; and
Understanding of nonprofit governance, legal compliance, and fiduciary duty.

Physical Demands:

While performing the duties of this job, the employee regularly works for extended periods of time in a seated position with exposure to computer monitors. Employees occasionally work extended hours and weekends on demand. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits: