Executive Assistant

Job Description

Job Description

The Executive Assistant position is responsible for providing administrative support to the executive team. This includes development and maintenance of official agency records, brochures, forms, business cards, and executes administrative policies determined by or in conjunction with other officials by performing the duties listed below. 

ESSENTIAL DUTIES  and RESPONSIBILITIES  include, but may not be limited to the following

• Reports to work on time as scheduled and at the location assigned.
• Completes all required trainings and attends internal and external meetings as required. 
• Provides administrative support to the Executive Team, to include assistance with coordinating and collecting data, running and/or developing reports, other special projects as assigned, etc.
• Provides direct administrative support to the Executive Team including making copies, faxes, scheduling meetings, preparing rooms for meetings to include ordering food, setting out snacks/beverages, registration and travel arrangements for trainings, conferences, appointments, placing equipment or supply orders, taking minutes/notes, etc.
• Professionally represent LBS in both internal and external relations, and in all forms of communication. 
• Able to work independently.
• Takes minutes/notes at meetings and prepares rooms, handouts and food/beverages in a timely and accurate manner.
• Coordinates with the Executive Team and LBS Board of Directors for scheduled meetings, preparation of the agenda, and approval of the minutes, attendance and meeting schedule, documentation and policy updates, and arrangements for food/delivery.
• Exercises discretion and judgment in handling confidential/proprietary information.
• Prepares confidential correspondence, reports and other complex documents. 
• Develops, revises and updates, with guidance from the Executive Team, agency brochures, policies, procedures, handbooks, reports, forms, etc., and ensures that copies are available for the various programs and uploaded to the LBS intranet.
• If requested, screens incoming calls and correspondence and responds independently when possible. 
• Conducts all activities in a professional manner. 
• Participates in committee activities as assigned. 

• Completes other duties as assigned in a reasonable established timeframe with quality expectations.

COMPETENCIES

Communication -Uses effective written and oral communication with internal staff, teams and community served; demonstrates empathy and listening:

• Communication approach
• Inquiry and listening
• Collaboration

The executive assistant demonstrates excellence in communication skills through non-judgmental inquiry, respect, empathy, active listening and discretion in handling confidential information. The executive assistant collaborates with colleagues and external entities utilizing clear and concise communication and professionalism. 

Ownership & Quality of Work-  Effectively manages own workload. Takes ownership of quality of work by ensuring accuracy and high quality by utilization of the following: 

• Takes ownership
• Maintains quality of work product

The executive assistant efficiently manages workload, consistently meets required timeframes and ensures the highest quality of service.

Organization & Systems Knowledge-  Understands agency priorities, works with the Executive Team to ensure agency outcomes. Requests additional duties to improve competencies by utilization of the following: 

• Understands the context
• Applies knowledge to situations

The executive assistant attains a basic understanding of the CMH landscape and its impact relative to funding, services and agency outcomes. Develops strategies and provides input to assist the effective and efficient operations of LBS.

Cultural Humility -Demonstrates the value of diversity and inclusion; fosters an inclusive environment that facilitates a diverse team thriving within the organization:

• Awareness
• Advancing diversity and inclusion 

The executive assistant values diversity and inclusion in the workplace; is respectful of the opinions of others and has awareness of the value of a multiple lens cultural perspective; contributing to the advancement of diversity and inclusion leading to a strengthened workforce and quality services. 

Critical Thinking - Consistently identifies and applies relevant information to your work:

• Gathering information
• Applying Information
• Adaptability

The executive assistant comprehensively assesses agency needs on multi-dimensional domains. Based on agency needs, the executive assistant utilizes critical thinking skills to provide input, support and adaptability to assist in the agency’s mission. 

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 -  High school diploma or GED required. Three years’ experience required. Experience with all Microsoft office applications, including ability to create spreadsheets, forms, letters, presentation/brochures and desktop publishing applications. 

LANGUAGE SKILLS -  Must have excellent communication skills, both written and verbal. Ability to work cohesively as a team member and interact with staff appropriately. 

CREDENTIALING/LICENSURE -  Valid State of Michigan Driver’s License required. 

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.