TITLE: EXECUTIVE ASSISTANT (full-time, on-site)
DEPARTMENT: CENTRAL ADMINISTRATION
RESPONSIBLE TO: EXECUTIVE DIRECTOR & CHIEF EXECUTIVE OFFICER
GENERAL SUMMARY:
This Executive Assistant is responsible for the efficient operation of Central Administration areas. This includes coordinating and managing all Central Administration and agency approval processes. Other duties include acting as liaison with Board Members, Mayors, Supervisors, Government Officials, Federal and State funding sources, and local business leaders to communicate information, establish meetings as well as coordinate major DCC public events.
PRINCIPAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
Serves as confidential assistant to the Executive Director (ED), Chief Executive Officer (CEO), and Chief Operating Officer (COO) (the Administrative Team) in all areas and schedules meetings and activities as necessary.
Assists the Executive Director, Chief Executive Officer, Chief Operating Officer, Human Resources Manager and DCC attorneys in identifying and interpreting DCC policies, procedures, and historical records.
Assists the Economic Development Administrator and Brownfield Program Manager, and other related contracted staff with meetings and events.
Coordinates activity with the Administrative Team and Program Managers.
Serves as confidential assistant to the Administrative Team.
Develops and writes letters, reports, and memos for the ED, CEO, and COO for both internal and external communications and notifications to Program Managers, Mayors, Township Supervisors, State and Federal legislators, Board of Directors, and community and business leaders.
May assist with grant writing and submitting requests for proposals.
Composes Resolutions for adoption and prepares special and monthly agendas for the Board of Directors’ meetings; as well as taking minutes and meeting notes at DMA/DCC Board meetings, Brownfield Board meetings, Department of Public Service Directors meetings, committee meetings and management meetings.
Is responsible for DCC Board of Director meeting and resolution binders, ensuring binders are up to date, as well as Resolution Binder.
Represents the Administrative Team on various (internal/external) committees, and at special events as requested.
Prepares Central Administration purchase requisitions, as well as coordinates and maintains all Central Administration records, files, and reports. This includes executive communications, procedures, and other official administrative information crucial to the operation of the DCC.
Coordinates the DCC Annual Dinner, invitation set-up for printing and mailing, Annual Reports, Programs and Community Report (Return-on-investment).
Supervises all clerical and support staff assigned to Central Administration. This includes formal training and performance evaluations.
Oversees mail operations.
Keeps close contact with Board Members and is the key liaison in providing Board members with the necessary information and materials related to DCC and DMA operations.
Assists all management in protocol for contact with Board members, including writing correspondence and resolutions for Board action.
Develops and updates a database of DCC community elected officials, state and federal officials, and business leader contacts.
Keeps all DCC information confidential.
Other Responsibilities:
- Calendar and meeting management
- Manage multiple projects simultaneously, from start to finish
- Skilled in creating proposals, memos, letters, and various correspondence
- Minute taking, transcribing, and publishing documents
- Arrange conferences and meetings, including securing locations, coordinating dates, sending invitations, planning for necessary technology, and creating agendas.
- Ensures a smooth and efficient office including ordering supplies and coordinating all aspects of special events.
- Other duties as requested.
SUPERVISORY DUTIES:
The Executive Assistant provides formal supervision of Central clerical staff, and support personnel or technical staff assigned or volunteer services to the Central Administration unit.
EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:
This position requires at least two years of college (bachelor’s degree preferred) with four (4) years of related experience in office management and/or administrative office setting, and experience in various computer applications such as Microsoft Word, Excel, Access, and other computer operations. Additional years of experience can substitute for college education at a ratio of three (3) years’ experience for one (1) year of college beyond a minimum of a High School graduate. This position requires organizational skills, flexibility, and time management. Must be personable and an ambitious team player, eager to learn. Must have excellent communication skills, both written and verbal, representing a high level of professionalism.
USE OF THIS JOB DESCRIPTION:
This job description is not intended, nor should it be construed to be an all-inclusive list of duties performed but is to serve rather as a set of guidelines to act as a measure to assure fair and equitable pay decision regarding jobs at DCC. Individuals in this position are expected to perform other duties as required.
