JOB DESCRIPTION

TITLE: Executive Secretary

STATUS: Full-Time Hourly Non-Exempt

DEPARTMENT: Administration

REPORTS TO: Executive Assistant to the CEO

This is a designated support staff position for the Executive Assistant to the Chief Executive Officer (CEO EA) and thus works directly and solely under their supervision. The role of this position is to assist the CEO EA in completing various administrative/secretarial related tasks. This role requires access, availability, and attention to detail as a dedicated support position for the Senior Executive Team (SET). The position operates within Crazy Horse Memorial Foundation established policies and procedures.

This role is responsible for the confidential administrative support to the CEO, SET, and Board of Directors (BOD) exercising professionalism and discretion. This support includes managing calendars, appointments, conference calls, itineraries, travel, and coordinating meetings. This person will assist CEO EA with researching, compilation, drafting, editing, and proofreading correspondence, documents, presentations, proposals, reports and coordinating materials to ensure the CEO, SET, and BOD are prepared for meetings.

Major Functions:

1. Provide Administrative Support to CEO EA, and therefore, to the SET and BOD.

2. A wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of CHMF in achieving its mission.

3. When delegated by the CEO EA, acts as stand-in supervisor to all Administrative and Executive Assistants at CHMF to ensure consistency in job functions when CEO EA may be absent, busy, etc….

1. Maintains a thorough knowledge and understanding of Crazy Horse Memorial Foundation’s mission and adheres to all established policies and procedures.

2. Demonstrates thorough knowledge of the programs, organizational structure and the scope of responsibilities of the CEO, SET, and Board of Directors.

3. Assist in maintaining calendars: including scheduling meetings, appointments, speaking engagements, and travel.

4. Prioritize phone and email inquiries/responses: responding to a variety of questions with tact and diplomacy and directing calls appropriately for resolution.

5. Drafts, reviews, proofs and edits correspondence for CEO and/or SET signature and mailing.

6. Coordinates, prepares, and supports meetings: preparation of documents, arranging/managing logistics, writing or transcribing meeting minutes.

7. Through CEO EA, interact seamlessly and with a professional demeanor between the CEO, the Senior Executive Team and their direct reports and external contacts by supporting the leaders and prioritizing and negotiating organizational needs regarding meetings, timeframes and deadlines.

8. Ensure the proper filing of all administrative correspondence, notes, records and reports as per established procedures.

9. Responsible for support in maintaining systems, procedures, and policies on behalf of the CEO and Senior Executive Team.

10. Communicate effectively and coordinate work throughout the organization as needed in accordance with established communication protocols.

11. Complete assigned projects within guideline parameters and deadlines.

12. Other duties as assigned.

• Proven ability to maintain discretion and confidentiality.

• Excellent interpersonal, phone, and written communication skills, including the ability to communicate effectively and professionally with a wide range of audiences.

• Must be highly organized and have ability to prioritize and perform multiple tasks simultaneously while exercising sound judgement.

• Maintain a professional and candid demeanor representing Crazy Horse Memorial Foundation to all board directors, department leaders, staff, and public.

• Must be able to meet project deadlines.

• A minimum of an Associate’s degree in Business Administration, Business Management, or related field. A Bachelor’s degree is preferred.

• Minimum of 3 years of office experience or a combination of experience and education preferred.

• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) preferred.

• Exceptional writing, editing and proofreading skills preferred.