EXECUTIVE ASSISTANT TO THE DIRECTOR

Position Number: 22080279 
County: Pulaski 
Anticipated Starting Salary: $40,339.94 
Adult Education 

 

 

Position Summary

 

The Executive Assistant maintains daily schedules, reviews incoming correspondence, and prepares responses when necessary. The candidate will cross-train GED administrative activities, maintain the database, create correspondence that is error-free, conduct research, analyze and interpret data, and generate scheduled ad hoc reports as directed. This position is governed by state and federal laws and agency policy. The Executive Assistant will provide outstanding customer service requiring in depth knowledge and understanding of programs, processes, or services and administer varied or related processes. The candidate will create correspondence that is error-free, conduct research, analyze, and interpret data, and generate scheduled ad hoc reports as directed. In addition, the candidate will be a key administrator in the grants management system and maintain state vehicles in WEX. This position will create and maintain a database of division projects for reporting purposes, which includes the Division of Adult Education strategic plan.

 

Education and Professional Work Experience

 

 

Minimum Qualifications

 

The formal education equivalent of a bachelor’s degree in business administration, office administration, communications, public relations or a related field; plus two years of experience in office or program administration, public relations or a related field, including one year in a supervisory or leadership capacity. Other job-related education and/or experience may be substituted for all or part of these basic requirements.

 

Preferred Qualification

 

The Executive Assistant must demonstrate initiative as a self-starter, be analytically astute, exercise responsible discretion and judgment, and be highly motivated to competently achieve performance expectations with minimal supervision.

Critical thinking skills and a high level of integrity is essential to be successful. 

Proficiency in all Microsoft Office products is required, especially Microsoft Excel and Word.  Database management experience such as Microsoft Access is preferred. 

The candidate must effectively communicate orally and in writing.  Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. 

Public presentation experience is desired.  Good mathematical aptitude is essential.  Management and organizational skills are required, with attention to detail.

 

Knowledge, Skills, and Abilities

  

• Knowledge of work-related subject area.
• Knowledge of the operation of a professional services office.
• Knowledge of administrative and office management.
• Ability to develop and implement office policies and procedures.
• Ability to prepare financial and statistical reports.
• Skill in Microsoft Office.

 

 

 Job Responsibilities and Expected Results

 

1. Develop and implement office procedures necessary to meet department objectives.

 

1. Act as one of the key system administrators of the Grants Management System, Management Information System, and Learning Management System, and complete monthly vehicle WEX report.

 

1. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.

 

1. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives.

 

1. Coordinates office activities with directors and other professional staff, monitors office activities and workflow, and makes periodic reports to supervisors.
2. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.

 

1. Compiles and maintains administrative information and records, such as budget, purchasing, a