Executive Administrative Assistant to the Chief Officer

MAJOR FUNCTION

The Executive Administrative Assistant provides direct administrative assistance for the CEO. The Executive Administrative Assistant performs complex administrative work, such as report and presentation material preparation, function planning and scheduling, development and distribution of meeting agendas and minutes, and assistance with functional operations as required.  The Executive Administrative Assistant interacts with both internal and external individuals and ensures accurate dissemination of information on behalf of the CEO.  This position may also have administrative responsibilities for the organizational Board of directors or a Board Sub-committee.  The Executive Administrative Assistant also develops and implements office procedures and processes that support operations and changing business needs. This position supports organizational goals by providing quality customer service and demonstrating a commitment to teamwork and cooperation.

ESSENTIAL FUNCTIONS

·       Participates in activities to support Joy In The Workplace throughout the organization.

·       Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chiefs ability to effectively lead the company.

·       Ensures that typed materials are grammatically correct and contain minimal error; distribution is timely.

·       Files are appropriately maintained and easily accessible.

·       Materials, equipment, and supplies are maintained at an acceptable level.

·       Mail opening, reviewing and distribution is prioritized and responded to accurately and timely.

·       Coordinates travel arrangements.

·       Demonstrates a willingness to accept unplanned duties as assigned as they relate to the position and the needs of the CEO.

·       Effectively schedules meetings and coordinates activities for efficient use of time and resources.

·       Develops and ensures comprehensive plans for meetings/activities are developed and implemented.

·       Appropriate individuals are consulted and included in function planning.

·       Expenses for function are within budgetary guidelines; prepares effectively for meetings and corporate functions.

·       Identifies and gathers appropriate information for meeting in a timely manner.

·       Presentation materials are accurate, organized, and easy to read.

·       Composes meeting minutes that are accurate, grammatically correct, and that meet standards, for confidentiality and compliance.  Minutes are easily accessible. Communicates and disseminates information timely, effectively, and professionally maintaining strict confidentiality as required.

·       Responds promptly and professionally to internal and external inquiries, applying an in-depth knowledge of current issues, resources, and operations.

·       Researches and investigates issues thoroughly to bring to resolution.

·       Distributes information as necessary.

·       Keeps the Chiefs informed of operational issues and areas for improvement.

·       Acts effectively as a liaison for executive to management and staff, board members, internal and external business/community agencies and professional organization representatives.  Compiles and maintains data/informational reports and presentations that are comprehensive, statistically correct, and completed on time.

·       Prioritizes and summarizes information for the CEO; continues to develop computer technical skills and enhance proficiency with existing applications.

·       Evaluates operational procedures continually and makes recommendations for improved processes within own function; provides administrative support for the Board.

·       Interaction with Board members is professional and effective.

·       Monitors receipt of customer concerns and complaints.

·       Maintains strict adherence to confidentiality requirements.

ADDITIONAL RESPONSIBILITIES:

·       Performs other duties and assumes other responsibilities as apparent and/or as assigned by the Chief Officers. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

·       Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

·       Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and grant partners.

·       Demonstrated proactive approaches to problem-solving with strong decision-making capability.

·       Highly resourceful team-player, with the ability to also be extremely effective independently.

·       Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

·       Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

·       Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

·       Sensitivity to confidential matters may be required.

·       Proven, clear and concise written communication.

REPORTING RELATIONSHIP:

·       This position reports to the CEO.

Requirements

EDUCATION & EXPERIENCE:

·       High school diploma or general education degree (GED) required;

·       Four to five years administrative assistant experience required, preferred three years experience at a senior level.  Proficiency with computer applications required.

LICENSURE AND/OR CERTIFICATIONS:

·       None required

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO’s)

·       Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

·       Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and grant partners.

·       Expert level written and verbal communication skills.

·       Demonstrated proactive approaches to problem-solving with strong decision-making capability.

·       Highly resourceful team-player, with the ability to also be extremely effective independently.

·       Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

·       Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

·       Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

·       Sensitivity to confidential matters may be required.

·       Proven, clear and concise written communication.

·       Proficiency with computer applications required.

 

PHYSICAL & WORK REQUIREMENTS

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

This position requires the manual dexterity sufficient to operate phones, computers and other office equipment.  The position requires the physical ability to kneel, bend, and perform light lifting.  This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone.  Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.  Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.

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