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Executive Assistant

2 months ago

St Louis, United States Lutheran Senior Services Full time

Job Description: 

Introduction
 

At Lutheran Senior Services, team members at all levels find their calling in our mission of Older Adults Living Life to the Fullest. In this work environment, all team members are part of a community and appreciated by the people they work with – residents and coworkers – every day. 

Summary

Performs and handles a variety of administrative duties in support of an assigned executive(s) and their subordinate staff. 
 

Essential Functions

1. Develops reports, e-mails, memos/letters, and other documents using word processing, e-mail, spreadsheet, or presentation software; Reviews and proof-reads a variety of materials, including reports, letters, and memos for content, and recommends changes

2. Assists their assigned executive(s) in managing complex and changing calendar priorities by managing the executives’ online calendar; Assists in looking ahead one or more weeks in order to sort out congested days or conflicting appointments

3. Coordinates meetings by preparing agendas and supporting documents, distributing invitations in a timely manner, planning meeting space, coordinating hospitality support such as food and refreshment arrangements, audio/visual IT equipment needs; Attends some meetings to record minutes, per request, and distributes minutes and supporting documents as requested; May sometimes require hotel and travel support for people traveling to the meeting

4. Periodically communicates to others on behalf of the executive(s) supported, presenting the communication in a manner consistent with the executive’s intent; Uses independent judgment in screening internal and external contacts that include phone calls, mail, and in-person contacts to determine next steps; May direct contacts to assigned to others as deemed appropriate; Interacts with LSS Board members and Board committee members

5. May be tasked with conducting research and compiling data or other types of information, that is used in reports or presentations by executives, committees, and boards of directors

6. Arranges and manages travel arrangements for their assigned executive(s), including travel times in their online calendar, use of executives’ travel time for essential phone calls as necessary, and working with travel management software

7. May assist assigned executive(s) in the budgeting process by researching information and collecting data from subordinate managers

8. Creates an organization system for the filing, storage, and retrieval of paper files in filing draws, and of digital documents in electronic files; Will keep digital and paper filing up to date periodically as directed by executive

9. Tracks expenses, mileage, and receipts generated by executive(s) on a monthly basis and enters them into online tools for reporting or reimbursement; Tracks executives’ subordinates’ expense and mileage reports and assists executive(s) is being timely with approval

10. May occasionally be tasked with special projects, assignments, and duties, which may include duties that become continuing responsibilities (e.g. being the administrative point person for LSS’s membership with various trade associations)

11. Demonstrates continuous effort and uses independent judgment to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to provide quality service

Qualifications, Knowledge, Skills & Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.

◦ 3 – 5 years of administrative experience working for an executive or managerial level employee with a strong focus on details, coordinating communications and schedules with and for the manager, and meeting deadlines

◦ Excellent communication skills exhibiting a high level of customer service, professionalism, and confidentiality

◦ Proficient technology skills, including standard business systems (e.g., Microsoft 365), online/smart apps, and an ability to detect and avoid phishing, malware, and fraud efforts

◦ Must be able to work independently, using initiative and self-motivation, and collaboratively with members of a team

◦ Ability to solve problems and streamline processes

◦ Must have successfully completed collegiate level Writing/Composition, Communication/Speech, and pre-calculus courses

◦ Ability to successfully work in and navigate a fast-paced work environment with multiple competing priorities that sometimes conflict

Physical Requirements and Working Conditions

The physical requirements and working conditions described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities.

While performing the duties of this job, the employee is frequently required to sit; stand; walk; use hands to finger, reach with hands and arms, handle, or feel objects, tools, or controls; and talk to hear.  The employee occasionally is required stoop, kneel, crouch, or crawl.  Occasional lift, push/pull of up to 30lbs of paper and other supplies.

Views a computer screen for long periods of time and uses the telephone to accomplish much of the work to be done. The work area is well lighted, ventilated and climate controlled. The noise level in the work environment is usually low to moderate.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable federal, state, and local laws and standards. 

Additional Information:

N/A