Senior Executive Assistant to the President & CEO
PURPOSE OF POSITION:
The Senior Executive Assistant provides high-level administrative and operational support to the President & CEO and Senior Vice President of Public Policy. This position ensures effective management of both leaders’ schedules, communications, and daily priorities, contributing to smooth operation of the executive and public policy functions of the Greater Omaha Chamber.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Executive Support
1. Provide professional, confidential administrative support to the President & CEO and SVP of Public Policy.
2. Manage complex calendars and scheduling, ensuring alignment of priorities and effective time management.
3. Anticipate scheduling conflicts and proactively resolve them; coordinate internal and external meetings.
4. Organize and prepare materials, briefings, and logistics for meetings, speaking engagements, and events.
5. Maintain a comprehensive awareness of upcoming commitments and deadlines; ensure timely follow-up on deliverables.
6. Coordinate travel arrangements, itineraries, and expense processing for the President & CEO and Senior Vice President of Public Policy.
7. Handle phone calls, correspondence, and inquiries with discretion, prioritizing appropriately.
8. Maintain records of President’s quarterly report items and interactions using GrowthZone CRM.
9. Represent the Chamber by maintaining and developing relationships with other Executive Assistants in the community.
Administrative Operations:
1. Manage daily administrative operations for the Office of the President.
2. Prepare correspondence, reports, and presentations as requested.
3. Maintain organized electronic and physical filing systems, ensuring easy access to information.
4. Coordinate meeting logistics, catering, room set up, and audiovisual needs.
5. Oversee expense reporting, purchasing, and budget tracking related to the Office of the President and Public Policy department.
6. Process invoices, reimbursements, and monthly credit card reconciliations.
7. Serve as the point of contact for internal and external stakeholders seeking access to executive leadership.
8. Participate in Chamber events and internal committees.
9. Coordinate meetings and records of GOC-related entities and foundations.
Event & Meeting Coordination
1. Support President & CEO participation in Chamber events, public policy and community engagements.
2. Manage RSVPs, registrations, and related logistics for executive participation in external events.
3. Assist executives with internal meeting coordination such as staff briefings, department updates, and cross-divisional meetings.
4. Greet executives’ visitors and arrange Chamber meeting rooms for meetings, forums, and engagements.
OTHER DUTIES AND RESPONSIBILITIES:
1. Attend/work a variety of Chamber events and represent the organization as needed at business and community programs/events.
2. Maintain strong, ongoing relationships with member companies Executive Assistants.
3. Represents the Chamber with professionalism and integrity.
4. Actively participate in Chamber staff activities and training to support a culture of inclusion and belonging.
5. Other duties as assigned.
FISCAL RESPONSIBILITY:
All expenditures require final approval of the President & CEO.
QUALIFICATIONS:
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed should be representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and related work experience
1. Associate degree required; Bachelor’s degree in business administration, management, marketing, political science, communications, education, or related field preferred.
2. Minimum of five (5) years executive administrative experience supporting senior leadership, preferably in a business association, nonprofit, or governmental agency.
Certifications, Licenses, Designations
Valid Driver’s License
Other Skills and Qualifications
1. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) with proven ability at word processing, spreadsheet, and mail merge skills.
2. Strong organizational, multitasking, and time management skills.
3. Excellent oral and written communication skills.
4. Demonstrated professionalism, discretion, and judgement.
5. Ability to determine and manage multiple priorities in a fast-paced environment, while performing tasks independently.
6. Knowledge of Greater Omaha’s civic and business community preferred.
7. Must be flexible and willing to work early mornings, evenings, and weekends when necessary.
8. Ability to drive and/or provide own transportation.
Physical Demands
1. Must be able to sit for long periods of time.
2. Must have the ability to filter out distractions in the work environment.
3. Ability to lift, pull, or push up to 15 lbs. to assist with Chamber events.