EXECUTIVE ADMINISTRATIVE ASSISTANT

JOB TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT REPORTS TO: PRESIDENT & CEO Basic Responsibilities Acts in a confidential capacity and performs complex secretarial work of an administrative nature (e.g., employee and labor relations, management activities, board of directors relations, etc.). This is a responsible position that involves supervision. Provides assistance to the President & CEO. Works with minimal instruction or supervision; expected to exercise considerable judgment and initiative in the performance of job responsibilities. Typical Duties Drafts, types, and prepares confidential correspondence, memoranda, etc., for the President & CEO’s signature. Maintains files and correspondence for the president & CEO. Schedules appointments for President & CEO and maintains her appointment calendar. Assists President & CEO with day-to-day functions, including opening, sorting, and distributing incoming mail. Under direction and with supervision, will compile data, develop reports, and complete special projects, as assigned. Prepares agendas and all other materials necessary for Board of Directors and other meetings. Responsible for establishing and maintaining official documents and records in appropriate files. Supervises the Administrative Assistant to the President & CEO – training, assigning duties, and coordinates work schedules; may supervise other subordinate clerical employees. Receives visits or calls regarding inquiries and/or complaints, which may be resolved or referred to proper person for resolution. Responsible for reporting maintenance problems to building management. Prepares the semi-monthly payroll by performing such duties as transcribing wage data to computer input sheets, preparing pay envelopes for distribution, and filing and maintaining all payroll-related records and documents. Coordinates travel arrangements for President & CEO. Coordinates meetings, conferences, and special agency functions. May attend meetings with President & CEO, as needed. Manages Executive Office in absence of President & CEO. May represent agency at professional, civic, and governmental meetings. Strong computer (WordPerfect, Excel), business management, English spelling, math, and analytical skills. Extensive knowledge of business English, spelling, punctuation, and math. Thorough knowledge of modern office practices and procedures (including record keeping methods and office administration), and the use of personal computers and other office machines and equipment. Ability to project a positive concerned image to the public. Ability to supervise and motivate subordinates. Considerable ability to adhere to prescribed routines and practices. Compose effective and accurate correspondence; deal with routine matters with minimum specific instruction. Assume responsibility and execute the President & CEO’s orders and instructions with authority; organize office workflow and provide guidance to subordinates; maintain filing systems and records; organize and assemble data and prepare accurate reports and summaries; and work independently in carrying out assignments to completion. Ability to communicate effectively orally and in writing. Ability to maintain good relations with all division/program staff and other administrative personnel. Ability to work with and assist a wide range of individuals in a variety of situations. Good judgment in decision-making, recognizing established precedents, and resourcefulness in meeting problems. Ability to be a team player and work effectively under pressure. #J-18808-Ljbffr