Executive Administrative Assistant & Board Secretary

This position is important in managing, coordinating, planning, and supporting daily functions for the Executive office as Executive Administrative Assistant to the Deputy Executive Director and other key Executive level staff.  Additionally, this position serves as the Board Secretary to the Atlanta-region Transit Link Authority (ATL).

Under general supervision, this position provides professional and high-level administrative support to the Deputy Executive Director and the ATL Board of Directors.  This position requires exceptional organizational, detail orientation, and decision-making skills.  Candidate must be a self-starter and possess the ability and desire to work through changing priorities with minimal supervision. 

 The major areas of responsibility are:

•  Calendar Management/Scheduling – manages daily calendar/schedule for Deputy Executive Director using Microsoft Outlook; plans meetings, conference calls, and appointments; establishes priorities and communicates potential conflicts; manages workflow and information from the Executive office.
• Administrative/Clerical – manages time effectively; excellent customer service and phone skills; handles telephone calls and visitors professionally and courteously; develops, reviews, proofreads, edits, and prepares documents for signatures; prepares and submits expense reports; prepares agendas and materials for meetings; if applicable, schedules domestic or international travel arrangements for executives.
• Filing – manages hardcopy and electronic filing system that supports the retrieval of information promptly (e.g., creating, re-engineering, archiving, and purging, etc.).

• Board Duties – organizes and coordinates monthly scheduled board and committee meetings for both boards; prepares board agendas and maintains the board minutes and all official documents of the board meetings; ensures the accuracy of all board records and effective management of agency’s records; provides notice of meetings of the board and/or of a committee when such notice is required.

KNOWLEDGE

• Knowledge of various software and technology-based applications.
• Knowledge of the Executive Director and Deputy Director’s duties.

 ABILITY

• Ability to create letters and memos, proofread documents, and take minutes.
• Ability to work independently with minimal direction.
• Ability to manage multiple priorities and tasks simultaneously.
• Ability to identify needs and initiate projects independently.
• Ability to set priorities and procedures for accomplishing work.
• Ability to demonstrate exceptional communication and listening skills, while having a high level of attention to detail.
• Ability to accept responsibility and follow through with assignments.
• Ability to maintain a high level of confidentiality and professionalism.
• Ability to perform advanced and confidential executive-level secretarial duties.   
• Ability to organize and maintain records.
• Ability to build and maintain relationships with executive and administrative staff.
• Ability to make decisions and anticipate next steps.
• Ability to demonstrate flexibility.
• Ability to maintain positive working relationships with Board Members and other state agencies.
• Ability to interact with external clients.

 SKILLS

•  Exceptional organizational and communication acumen.
• Operates various office equipment, such as a personal computer, printer, photocopier, facsimile, scanner, or calculator.
• Progressively uses the features of one or more standard business software packages.
• Demonstrates functional expertise with various Microsoft Office Suite applications (Word, Excel, PowerPoint, Outlook, etc.). 

BEHAVIORAL ATTRIBUTES

• Dedicated, superior performer.
• "Can Do" attitude.
• Consistent and positive
• Self-motivated
• Proactive
• Team Player

MINIMUM REQUIREMENTS

·       High school diploma or equivalent; associate or bachelor’s degree from an accredited college or university in a related field.

·       Extensive experience supporting high-level executives, including Board Members.

·       Strong written and verbal communication skills.

·       Possess well-developed interpersonal skills.

·       Excellent organizational skills and attention to detail.

·       Advanced level computer skills and in-depth knowledge of Microsoft Office Suite.

PREFERRED QUALIFICATIONS

• Experience working with public or private sector boards.
• Expert level proficiency using Microsoft Office Suite and Adobe Acrobat.
• Five or more years of direct hands-on experience in a similar position.