Executive Assistant

Job Title:              Executive Assistant 

Department:      Administration

Reports To:         Executive Management

FLSA Status:       Exempt 

SUMMARY

Performs diverse and advanced administrative support for Executive-level Managers of the organization.  Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Handles front-line administrative duties and communicates issues to members of Executive Management, as needed.
• Coordinates projects and assists Executive Management on projects, as needed.
• Coordinates tasks, dates with CEO’s Administrative Assistant and serves as backup to same.
• Schedules appointments, answers telephone calls and tactfully handles inquiries or refers to appropriate party.
• Responds on behalf of Executive Management in a variety of communication methods as directed/appropriate.
• Greets visitors for members of Executive Management and directs them to appropriate offices.
• Performs a wide variety of administrative and clerical details including composing and keying correspondence; reading and routing incoming mail; making copies and filing correspondence and other records.  Performs other administrative and clerical duties, as needed.
• Assists in calendar management of members of Executive Management and in coordination with CEO’s Administrative Assistant. 
• Prepares reports, manuals, agendas, correspondence and memoranda; compiles and keys statistical reports.
• Maintains sensitive files and records for members of Executive Management.
• Reviews and answers mail and inquiries on own initiative and determines, within established guidelines, if executive action is required. 
• Acts as custodian of corporate documents and records.
• Records and distributes minutes of Officers’ meetings, management team meetings, and other various committee meetings, as needed.
• Plans travel schedules and makes reservations and arrangements for Executive-Level Managers and Directors.
• Represents Executive Management at flight committee meetings.
• As directed, prepares and processes expense reports for members of Executive Management.
• Oversees the mailing of the number and the accuracy of proxies.
• Travels as required to perform the essential duties and responsibilities of the employee’s position and to fulfill educational requirements.  (May include overnight stays.)
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

Associate's degree and 6-8 years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings; Writes clearly and informatively; Edits work for spelling and grammar; Able to read and to interpret written information.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent.  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. 

REASONING ABILITY

Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.

COMPUTER SKILLS                                            

To perform this job successfully, an individual should have knowledge of Office Productivity software such as Spreadsheet, Word Processing, and Communication software.

CERTIFICATES, LICENSES, REGISTRATIONS

Bachelor's degree; Associate's degree and 4-6 years related experience and/or training; or equivalent combination of education and experience.

OTHER SKILLS AND ABILITIES

• Demonstrates leadership by exhibiting confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Demonstrates above-average telephone skills.
• Demonstrates above-average interpersonal, relationship skills.
• Possesses above-average keyboarding skills, speed and accuracy.
• Demonstrates flexibility by adapting to a rapidly changing environment. 
• Possesses ability to manage multiple tasks concurrently.
• Creative ability preferred.
• Possesses ability to maintain objectivity and impartiality.
• Possesses the ability to maintain confidentiality due to the sensitive nature of job duties and responsibilities.
• Prefer detail-orientation and strong tendency towards accuracy.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Demonstrates the ability to consistently maintain a positive attitude.
• Works cooperatively and productively with employees.

OTHER QUALIFICATIONS

Possesses a valid driver's license.

Able to travel 2%-5% of the time.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit.

Demonstrates an aptitude consistent with securing information, analyzing it, and making above-average decisions affecting the position's area of responsibility.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

PHYSICAL DEMANDS 

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.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee frequently is required to stand, walk, and reach with hands and arms.    The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  The employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually moderate.