Executive Assistant

POSITION SUMMARY 

Under limited supervision, performs full-range of administrative and support work of considerable difficulty and involving some independent judgment for one or more Executives. Responsibilities performed are of a highly responsible and confidential nature to provide continuity, efficiency, and clear communication in all office operations and activities. May suggest improvements in areas of Chief’s responsibilities that will improve the efficiency and effectiveness of the operations.

  DUTIES AND RESPONSIBILITIES

• Communicates Executive’s instructions to various individuals and departments and furnishes or obtains appropriate information.
• Handles sensitive information with discretion and maintains confidentiality.
• Receives and screens telephone calls, letters, and visitors.
• Answers routine questions and furnishes information to save Executives’ time.
• May act as a liaison between external contacts and Executive when Executive is not available.
• Schedules meetings and appointments to keep track of availability and time commitments on a daily/weekly basis.
• Prepares meeting agendas, takes minutes, and distributes them, as well as follows up on action items
• Plans, maintains, and communicates with Executive regarding meeting details and adjustments to the schedule.
• Sorts and distributes mail to ensure delivery to appropriate personnel within the office, or, to other Departments when indicated.
• Maintains electronic and paper records to store accurate documentation of any office or Executive program activities.
• Prepare reports and presentations using Microsoft Office suite (Word, Outlook, PowerPoint, Excel), gathering and summarizing data using appropriate technology.
• Organizes and expedites the flow of work through the Executive's office.
• Reviews documents and initiates follow-up action to ensure appropriate information, approval, or signatures are obtained within their specified time frame.
• Responsible for coordinating any approved out of town travel arrangements for the Executive.
• Makes recommendations regarding more efficient office processes and ensures processes are followed.
• Performs a variety of administrative functions to support the Executives to ensure that the goals and objectives for the department are accomplished.
• Assists with special projects, research, and analysis as needed.
• Could provide assistance on matters relating to the day-to-day responsibilities of their respective departments including:
  • Assisting with initiatives involving the purchasing of office supplies and small equipment for their departments
  • Budget monitoring and preparation; budget revisions; process invoices for payment
  • Prepare purchase requisitions, prepare agenda items for Board of Commissioners meetings

• Act as liaison to internal departments and external guests for the respective Executive
• Cultivates positive relationships with internal and external stakeholders

QUALIFICATIONS

This position requires college level coursework in Business Administration or related field and a minimum of four years' progressive administrative support experience of an advanced nature. This position requires a thorough knowledge of general office practices and procedures and a command of business English. Note taking skills, strong analytical, problem-solving and organizational skills required along with effective verbal, written and customer service skills. The candidate must be polished, professional, and able to deal effectively with the public and government officials and possess the ability to work effectively to complement the management style of the CEO and executives of the organization. This position also requires a mastery of written English, including proof reading skills and two to three years of computer training and/or experience working with Microsoft Office and web conference products.

BENEFITS AT-A-GLANCE

• Vacation, Sick and Personal, competitive PTO package                
• Medical (HMO, PPO, and No employee cost High-Deductible PPO) Dental, Vision, and Life Insurance
• Short-Term and Long-Term Disability Insurance
• Long-Term Care Insurance
• Pet Insurance
• Parking Transit
• Prepaid Legal Services
• Brightstar 529 College Savings Plan
• Identity Theft Protection
• Hospital Indemnity Insurance
• Voluntary Critical Illness Insurance
• Deferred Compensation Plan: Empower 457/401(a) with a 3% employer match