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Department Assistant, Office of the CEO

Position Summary:

The Department Assistant will provide administrative assistance and support to the Office of the CEO. In addition, the Department Assistant will provide administrative assistance with senior executive relations, other special projects, and to other members of the Executive team, as needed.

Reporting Relationship

Reports to the Executive Assistant to the CEO

Principal Direct Activities

  1. Provides general administrative support including:
    • Collecting and sorting mail for the department and identifying critical items for action
    • Copying and scanning documents
    • Organizing and maintaining CEO office files and materials
    • Placing office supply orders
    • Preparing Power Point presentations, proofreading and formatting of documents used for internal and external presentations
  2. Assists in initiating correspondence and personal contacts to handle matters and individual projects as assigned by supervisor.
  3. Handles incoming calls into the Executive Office and ensures that there is adequate phone coverage if absent. Is familiar with CEO’s management teams and their respective departments to effectively process incoming information and requests.
  4. Responsible for all meeting logistics and catering in the department. This includes liaising with the Meeting Planners, reserving adequate conference rooms, setting up audio/visual technology required, placing catering orders when appropriate.
  5. Independently schedules internal meetings such as: executive committee meetings, management committee meetings, operating review meetings, staff meetings, supervisor meetings, staff dinners, and external meetings as directed. Assembles and prints relevant materials and tracks attendance of participants as directed.
  6. Responsible for timely preparation of travel and expense reports and processes invoices for the department.
  7. Responds to those inside and outside the organization with professionalism and integrity. Is discreet and understands the personnel, organizational impact of the information they handle (Public Interaction)
  8. Interacts with Board and Trustee members as required at the direction of the CEO and/or EA to the CEO.
  9. Assists with senior executive relations activities including: creating reports and highlighting actions needed; sending out quarterly communications via mail/email merges; updating contact lists and internal automated systems (such as TripAlert and STARS).
  10. Maintains Board of Trustees, Global Counsellor, Voting Member definitions and recruitment packages current.
  11. Prepares travel itineraries and assists in obtaining visas and/or other necessary travel requirements.
  12. Assists with staff meeting preparations, including the scheduling of rehearsals, assembling the presentation, communicating with speakers, highlighting actions needed.
  13. Sees that all matters requiring attention in the absence of the CEO and /or EA of the CEO are handled or referred to the proper person for handling
  14. Provides technological support on an on-going basis: uses Internet-based meeting programs; is familiar with TCB proprietary technology; is able to arrange calls and wecasts in conference rooms or from the desk and is an intermediate/advanced user of Microsoft Office to support the work of the CEO and EA to the CEO.
  15. Provides backup support to members of the Executive team and to other assistants as needed.
  16. Completes any other special assignments and projects as directed by the CEO and his Executive Assistant.

Desired Qualifications and Requirements:

The ideal candidate must possess an undergraduate degree with three years minimum experience in an office or business environment.  Must be proficient in Microsoft Outlook, Word, Excel and PowerPoint.  Candidate must be a team player with excellent customer service abilities.  Must have a professional demeanor with strong oral and written communication skills.  Lastly, candidate should be detailed oriented and have the capacity to handle multiple and often changing tasks and priorities.