EXECUTIVE ASSISTANT - CEO

JOB DESCRIPTION

POSITION TITLE:             EXECUTIVE ASSISTANT - CEO
POSITION ID NUMBER: 3001
DEPARTMENT:                EXECUTIVE
REPORTS TO:                  CHIEF EXECUTIVE OFFICER 
BASE PAY RATE:              $52,624.00 YEARLY / $25.30 PER HOUR
FLSA STATUS:                  NON-EXEMPT SALARY
KEY WORDS :                  ASSISTANT, EXECUTIVE, ADMINISTRATIVE, AGENDA

JOB SUMMARY: With limited supervision, coordinates, oversees and/or performs a wide variety of administrative, fiscal and program support activities for the Chief Executive Officer; also serves as primary point of administrative contact for internal and external customers often on complex and/or confidential issues. Manages all formal records and archives for the Board of Directors and serves as the Public Records Custodian. 

Incumbents in this position will be held to the District’s Gold Standard for Customer Service. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Provides administrative support for the CEO; manages, prioritizes and coordinates schedule, makes travel arrangements, screens and handles telephone communications, and deals with administrative problems and inquiries as needed. 
2. Serves as a point of administrative contact and liaison with other offices, individuals and external agencies on a range of specified issues; organizes meetings, conferences and other special events.
3. Develops, maintains, and oversees dispositions of all formals records and historical archives pertaining to the District register agent's office and the Board of Directors; serves as principal resources and point of contact for all inquiries pertaining to official Board of Director proceedings, records or reports registered of the registered agent's office.
4. Acts as Public Records Custodian and processes all District public records requests.

5. Creates and maintains an organized filing system that secures confidential information and files protected by non-disclosure/confidentiality agreements and client-attorney in branch.
6. Organizes, facilitates and follows up on issues related to meetings and other special events for the Board of Directors and for the CEO; prepares, distributes and maintains the official minutes and notices of Board of Directors meetings.
7. Conducts research, compiles statistics and gathers and computes various data; prepares special and/or one-time reports, summaries or replies to inquiries, selecting relevant data from a variety of sources. Summarizes reports, papers, proposals and other documents to the CEO for approval or review.
8. Creates, composes and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
9. Assists in the coordination, supervision and completion of special projects as needed.
10. Participates in planning and coordinating of events within the District involving executive management and other staff.
11. Documents expenses and maintains accounts for the CEO and Board of Directors.
12. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings and workshops.
13. Responsible for coordinating the District's travel needs. Coordinates District vehicle use and schedules hotel and flight accommodations and procures necessary documentations.
14. Other miscellaneous job-related duties as assigned. 

The preceding is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. The principal duties and responsibilities enumerated are all essential job functions. 

EDUCATION AND EXPERIENCE
Two years of college or Associate's Degree and five to less than 10 years related experience, or

A Bachelor's Degree and two to five years related experience, or

A Master's Degree and less than two years related experience 

ESSENTIAL COMPETENCIES:
1. Must show commitment to continuous learning

2. Has the ability to communicate with high level ranking officials inside and outside of the District

3. Exhibited advanced organization and coordinating/scheduling skills; ability to effectively handle multiple, simultaneous and complex tasks and projects.

4. Exhibits initiative and functions independently.

5. Strong interpersonal proficiency and superior verbal and written communication skills to work effectively with a wide range of people in a diverse community.

6. Demonstrated ability to maintain confidentiality including marking of documents.

7. Ability to analyze and solve problems.

8. Discernment and sensitivity to make administrative and procedural decisions and judgments on sensitive, confidential issues. 

9. Ability to maintain confidentiality of sensitive information. 

10. Ability to function in fast-paced, high-stress situations. 

TECHNICAL SKILLS REQUIRED:
1. High level competency with operation of personal computer to include skills in the use of database management, word processing, spreadsheet, presentation and/or other relevant software.
2. Ability to conduct research, analysis and evaluation of information.
3. Expertise with creation, composition, maintenance and editing of written materials; superior verbal skills on phone and in person.
4. Knowledge of office management principles and procedures. 
5. Skill to develop and maintain recordkeeping systems and procedures.
6. Understanding of computerized information systems used in financial and/or accounting applications; knowledge of archiving principles and/or processes.

7. Skill in organizing resources and establishing priorities.

8. Ability to process computer data to format and generate reports. 

OTHER FACTORS:
1. May be required to work at any of the District's offices as needed.
2. Regular attendance is an essential function of this position.

3. May be required to work additional hours the normal schedule.

4. Attire must be appropriate for an office environment.

5. Physical Effort: Requires sitting for long periods of time, viewing and working on a computer for long periods of time, standing for long periods of time, walking bending and light lifting.
6. DRUG TESTING FOR ILLEGAL DRUGS: Employees in this classification will be subject to undergo testing for illegal drugs in accordance with the District's drug and alcohol policy. 

BENEFITS:

Okaloosa Gas Districts offers a competitive benefits package, including:

BCBS Medical 100% employer paid for employee, 91% employer paid for family,

BCBS Dental 100% employer paid for employee or family,

BCBS Vision,

Healthcare Flexible Spending Accounts (FSA),

Dependent Care Flexible Spending Accounts (FSA),

Life insurance 100% employer paid,

Short Term Disability 100% employer paid,

Long Term Disability 100% employer paid,

Accidental Death and Dismemberment 100% employer paid,

AFLAC supplemental insurance,

Air Ambulance insurance,

Pet insurance,

Vacation Leave (48 hours first year, 96 hours second year) accrual based,

Sick Leave (80 hours per year) accrual based

11 Paid Holidays, includes 2 days for Thanksgiving and 2 days for Christmas

401(a) 8% Employer Defined Contribution Retirement, (employer paid, does not require employee contributions)

457(b) Employee Deferred Compensation Retirement Plan

Gym reimbursement up to $50 per month

Health Fair 100% employer paid

Wellness Program w/ incentives

Safety shoe reimbursement up to $150 per year

Uniforms 100% employer paid

Employer Assistance (Counseling) Program

Employee Events - Spring Crawfish Boil, Summer Picnic, Thanksgiving Lunch, Annual Banquet/Holiday Party

and up to $3,500 annual education reimbursement.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact 850-729-4700 or careers@okaloosagas.com for assistance.

Salary : $52,624 - $58,040