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Executive Assistant

4 months ago

North Las Vegas, United States Southern Nevada Joint Management Culinary & Bartenders Training Full time
Job DescriptionJob Description

General Description:

The responsibility of the Executive Assistant is to perform a broad range of varied, complex, and confidential administrative tasks to support the CEO, CALV Trustees, and other senior leadership members as assigned. The Executive Assistant will provide high-level administrative support and general office management as needed. This position is distinguished from other office administrative roles in that the nature, diversity, and scope of responsibilities originating from this level of management require the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include attendance at meetings and regular contact with all levels of CALV personnel, the Board of Trustees, representatives of business or community organizations, and the public to exchange information and explain administrative policies and procedures.

Essential Functions:

  • Receive and screen visitors, telephone calls, and electronic correspondence
  • Provide information and resolve conflict which regularly requires the use of judgment and interpretation of policies and procedures
  • Research, compile and summarize a variety of informational materials
  • Type drafts and a wide variety of finished documents from notes, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports using a computer system; may compile and process confidential materials
  • Initiate correspondence independently for signature or by appropriate management staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate grammatical usage
  • Create executive level documents, spreadsheets and presentations
  • Organize and maintain various administrative, reference, and follow-up files; purge files as requested
  • Organize meetings by notifying participants, making room arrangements, preparing agendas, and required informational materials; may attend meetings and prepare minutes at such meetings
  • Relieve managers and supervisors of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities
  • Make appointments and maintain calendars, schedules, and arrangements for meetings and travel
  • Sort and manage mail and obtain related backup materials
  • Organize own work, set priorities, and meet critical deadlines; ensure that such deadlines are met by other staff
  • May provide supervision, training, and review of work of office support staff
  • May coordinate departmental personnel, purchasing, and related administrative support activities

Minimum Qualifications:

Two (2) years of college-level coursework AND three (3) years of administrative experience, which has included providing office and administrative support to management staff. Additional work experience, as described above, may be substituted for education on a year-for-year basis.

Experience and Education Substitutions:

  • Demonstratable proficiency with Office Suite: Word, Excel and Powerpoint
  • An equivalent combination of formal education and appropriate related experience may be considered.

Licensing and Certification:

  • none

Note: Any degree, diploma, high school equivalent, or course hours required to meet minimum qualifications must be obtained from an accredited educational institution.

Physical Demands & Working Conditions:

The following physical demands and working conditions are representative of those encountered while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. May require weekend and/or evening work.

Sitting

Walking

Crouching/Bending/Stooping

Reaching

Grasping

Pushing/Pulling

Ability to see

Ability to hear

Ability to communicate effectively; orally and in writing

Occasional Travel

Knowledge, Skills & Abilities:

Knowledge of the principles of effective communication, including writing clearly and accurately. Knowledge of record-keeping, report preparation, filing methods, and records management. Knowledge of basic organization and function of community agencies. Knowledge of basic supervisory principles and practices. Knowledge of basic budgeting and financial record keeping principles and practices.

Skilled in Microsoft Office (Access, Outlook, Excel, PowerPoint), business applications, organization & time management. Strong project management skills. Must possess strong interpersonal and customer service skills. Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including computer equipment and software applications related to the work. Skilled in appropriate grammar usage, including spelling, punctuation, and vocabulary. Skilled in standard business arithmetic, including percentages and decimals.

Ability to communicate to a range of audiences to convey information effectively, persuasively, and accurately. Must be able to multi-task, maintain a high level of professionalism, and remain calm under pressure. Ability to exercise judgment in evaluating situations with the ability to use independent judgment. Ability to apply and explain complex policies and procedures. Ability to use tact, discretion, initiative, and independent judgment within established guidelines. Ability to analyze and resolve office administrative situations and problems. Ability to compose correspondence independently or from brief instructions with the acute level writing skills. Ability to establish and maintain effective working relationships with those contacted during the work; organizing work, setting priorities, meeting critical deadlines. Ability to follow up on assignments with minimum direction. Ability to contribute effectively to the accomplishment of team or work unit goals, objectives, and activities.