Executive Assistant (Full Time)

Job Description

Job Description

Description:

The application deadline is Sunday, October 18th EOD. Please attach your resume to your completed application. 

This position will provide high level administrative support to our Executive Leadership Team. The candidate will be a proactive problem solver with exceptional communication skills and have a meticulous attention for details. They will act as the main point of contact between the Executive Director and the Park Board.

ESSENTIAL FUNCTIONS:

Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to:

• Calendar Management: Coordinate and manage the schedule, including meetings, appointments, and travel arrangements.
• Communication: Screen and direct phone calls and distribute correspondence. Manage incoming and outgoing emails and ensure timely responses.
• Meeting Preparation: Prepare meeting agendas, take minutes, and follow up on action items. Ensure Executive team is well-prepared for meetings.
• Travel Arrangements: Organize and manage travel itineraries, accommodations, and transportation for both domestic and international trips.
• Document Management: Create, edit, and format documents, presentations, and reports. Maintain an organized filing system.
• Project Assistance: Assist in special projects, research, and compile data as needed. Provide project management support.
• Event Coordination: Plan and coordinate executive-level meetings, conferences, and events, including logistics and catering.
• Confidentiality: Handle sensitive information with the highest level of discretion and maintain confidentiality at all times.
• Financial Administration: Process expense reports, manage budgets, and handle invoices and reimbursements.

OTHER FUNCTIONS: 

Evaluation of this position may also be based on performance of the following other functions, which include, but are not limited to: 

• Keeps direct supervisor promptly informed of key/significant issues or concerns. 
• Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public. 
• Updates and enhances own knowledge by involvement in continuing education for professional growth, i.e., attends relevant conferences, seminars, in-service trainings, and certification programs. 
• Performs related duties as assigned or apparent. 

Requirements:

EDUCATION/EXPERIENCE:

• Associates degree in office/business administration or equivalent administrative assistant work experience required.
• Minimum of 3 years of office administrative support experience preferably in a governmental setting.
• Executive Administration experience is highly preferred.

CREDENTIALS/LICENSES/CERTIFICATIONS:

• Must possess a valid driver’s license. 
• Become Notary Public within first year