POSITION SUMMARY

The Executive Administrative Assistant is responsible to enhance Executive Team's effectiveness by providing information management support; representing the executive to others.

ESSENTIAL FUNCTIONS

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications .
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Represents the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed

• Observes all health/safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

SKILLS

• Must have Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

ATTRIBUTES

• Problem Solving - Gathers and analyzes information skillfully.
• Project Management - Completes projects on time and budget.
• Customer Service - Responds to requests for service and assistance .
• Interpersonal - Maintains confidentiality.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations.
• Team Work - Gives and welcomes feedback; Contributes to building a positive team spirit.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.
• Ethics - Upholds organizational values.
• Organizational Support - Completes administrative tasks correctly and on time; Supports organization's goals and values.
• Adaptability - Able to deal with frequent change, delays, or unexpected events.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Professionalism - Treats others with respect and consideration.
• Adheres to work schedule.

EDUCATION/EXPERIENCE

Certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

PHYSICAL REQUIREMENTS

Must occasionally lift and/or move up to 10 pounds

Regularly required to sit, speak, and listen; occasionally required to stand, walk, stoop, kneel, crouch or crawl.

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

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

NOTE:  This job description is not intended to be all-inclusive.