Job Title: Executive Assistant I
Job Status: Full-time
Job Summary: Under general supervision, the Executive Assistant I uses advanced skills gained through training and experience to provide executive level assistance to senior leaders while ensuring the office consistently runs at optimal levels with the highest level of professionalism. Must be an analytical, technically savvy individual who possesses the ability to have an immediate impact on the overall agency’s operations through their advanced administrative, organizational and communication skills.
Essential Duties and Responsibilities:
- Support the senior level leader by performing a wide array of administrative duties including maintaining calendars, scheduling appointments, coordinating travel and preparing all documentation and materials needed for appointments, meetings, travel engagements and expense reports
- Retrieve data from various systems and spreadsheets to prepare reports, presentations and other written materials, to include editing the material for accuracy, format and arrangement of material
- Review incoming correspondence and initiate responses as appropriate; route matters requiring action by staff and other organizations and follow up to ensure actions are completed appropriately
- Review outgoing correspondence, edit for procedural and grammatical accuracy, conformance to general policy and factual correctness and advise writer of problems needing attention
- Prepare and process documents and transactions, reviewing for accuracy and completeness and update information and/or evaluate against policy
- Act as first point of contact for calls and office visitors, take and relay messages, respond to requests for information and provide information or direct calls/visitors to appropriate personnel
- Create and/or maintain files, correspondence and reports for future reference
- Sort, label, file and retrieve documents in a highly efficient and effective manner
- Work with other areas of the organization on event planning for organizational events, board meetings, employee gatherings, public figure and other dignitary receptions and other events as required by obtaining facilities and caterers, issuing information or invitations, coordinating speakers and manage event budgets
- Coordinate arrival and attendance timeline for key speakers and dignitaries
- Function as the liaison to the Board of Directors or National Advisory Board based on assigned functional area
- Schedule meetings, prepare agendas, notices, minutes and resolutions of the board meeting and arranges conference calls as necessary
- Manage, track and report on the status of operational projects
- Establish excellent working relationships with business operations, facilities, IT, communications, internal staff and external partners
- May participate in the solicitation or corporate sponsorships for ACCESS annual dinner or other events based on assigned functional area
- May maintain membership database for assigned function area
- May manage renewal process and acknowledge new membership and generate membership cards
- Operate standard office equipment and use required software applications
- Perform other duties and responsibilities as assigned
Knowledge, Skills and Abilities:
Knowledge of:
- Administrative procedures, filing and records management systems, forms design principles and other business procedures and terminology
Skill in:
- Exceptional organizational and problem-solving skills with the ability to recognize and appropriately handle highly sensitive and confidential material and information
- Excellent note-taking skills including summarization of meetings, action items needed, timeline and appropriate follow up
- Excellent written communication skills, such as the use proper grammar, spelling and punctuation when reviewing and/or editing documents for accuracy and completeness
- Excellent verbal communication skills, demonstrated by the ability to speak clearly, concisely and effectively; listen to and understand information and ideas as presented verbally; and communicate information and ideas clearly
- Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
Ability to:
- Partner with other functional areas in a positive manner to accomplish objectives, including attending meetings for independent projects to ensure appropriate completion
- Make independent decisions or solve problems by using logic to identify key facts, explore alternatives and propose appropriate solutions
- Work independently as well as collaboratively within a team environment
- Organize and prioritize multiple tasks and meet deadlines
- Must be able to exercise discretion and maintain confidential information
- Establish and maintain effective working relationships at all levels of the organization
Educational/Previous Experience Requirements:
- Minimum Degree Required:
- Associate degree
- Bachelor’s degree preferred
- Required Disciplines:
- Business or related field
~or~
- At least 5-7 years of progressively more responsible executive assistant experience or any equivalent combination of experience, education and/or training approved by Human Resources
Licenses/Certifications:
- Licenses/Certifications Required at Date of Hire: None
Working Conditions:
Hours: Normal business hours, some additional night and weekend hours may be required.
Travel Required: Some local travel may be required
Working Environment: Climate controlled office
