Executive Assistant

SUMMARY OF POSITION:The Executive Assistant provides high-level administrative and operational support to the Executive Director.ESSENTIAL DUTIES AND RESPONSIBILITIES:Work directly with the Executive Director to support all aspects of their daily work routine.Maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.Assist in agency activities and processes including strategic planning, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.Assist the Executive Director in the development of presentations and reports for internal and external audiences.Determine priority of matters of attention for the Executive Director; redirect matters to staff to handle, or handle matters personally, as appropriate.Keep the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.Routinely perform a wide variety of support duties.Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.Sort and triage mail received by Executive Director; maintain e-mail and other address directories for administrative use.Compose and prepare letters relating to routine correspondence for the Executive Director signature.Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.Prepare, reconcile, and submit expense reports.Maintain paper and electronic filing systems.Maintain confidential and sensitive information.Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.Other additional and/or alternative duties as assigned from time to time.POSSESSION OF OR ABILITY TO OBTAIN THE FOLLOWING LICENSES AND CERIFICATIONS:Valid unrestricted Colorado Driver’s LicenseNotaryKNOWLEDGEExcellent written and verbal communication skillsMathematical principles, including statisticsTime-management skillsAbility to pay attention to detailOrganization skillsAbility to multitaskAdvanced understanding of frequently used computer software and programs such as Microsoft Office, SharePoint, PDF Docs, and email usageStrong interpersonal skillsExcellent command of grammar, spelling, and punctuationProper method of transcribing tape recordings of official meetingsOperation of office equipment, and their associated applicationsSKILLS AND ABILITIES:Ability to effectively:Communicate professionally in verbally and written form.Strong typing skills.Carry out basic math computations and statistical analysis.Plan, manage, organize, and coordinate programs, resources, and services.Establish and meet goals and objectives.Analyze, interpret, and implement solutions to technical and administrative problems.Exercise effective judgement and leadership in day-to-day operations.Establish and maintain effective relationships with Executive Director, Deputy Director, Managers, peers, and member agency personnel.Use good judgement and follow policy related to confidential and privileged information for employees, and within the operations of ADCOM.EDUCATION AND EXPERIENCE:Preferred – B.A. in Business Administration or related field.3 years’ experience in a related field or a combination of education and experience.CONDITIONS OF EMPLOYMENT:Must pass a pre-employment criminal background checkSubmit to Computer Voice Stress AnalysisSuccessful candidates must submit to post-offer, pre-employment physical examination and medical history check, if required.WORKING CONDITIONS AND PHYSICAL REQUIREMENTSIncumbent works primarily in an office setting.Position typically requires; extended periods of sitting, standing, light grasp, fine manipulation, talking, hearing, seeing, and repetitive motions; occasionally requires periods of squatting, walking, twisting, bending, kneeling, climbing, balancing, firm grasp and reaching above shoulder.Incumbent must also be capable of frequently lifting, carrying, pushing, and pulling of up to ten (10) pounds to move materials and supplies; occasional lifting, pushing, and pulling up to twenty-five (25) pounds with equipment assistance. #J-18808-Ljbffr