Description

Job Title: Executive Assistant

Reports to: CEO

FLSA Status: Non-exempt, Full-Time

Job Summary

• Provides multi-faceted administrative support and assistance to ensure effective use of an executive’s time and productive interactions with staff and the public.
• Should have strong organizational and time management skills, excellent written and verbal communication skills, and the ability to handle confidential information with discretion. Should be detail oriented, able to prioritize tasks, and work independently to identify and resolve issues.

General Accountabilities

• Handles a wide range of administrative and support tasks
• Independently initiates and implements processes to manage projects, information and people.
• Manages multiple executive’s schedules, meeting preparations, follow-up tasks, and complex travel arrangements.
• Answers phone calls, emails and routes correspondence.
• Develops positive and strategic relationships at all levels of the organization.
• Conducts research and information gathering on behalf of executives and prepares summaries and reports.
• Composes and produces business correspondence, reports and related materials or guides the work of other staff who produce these materials. 
• Reviews and signs materials, as authorized.
• Uses discretion, judgment, and knowledge of the organization to facilitate the executive’s activities and maintain confidentiality
• May be responsible for directing and deploying support staff or other resources.
• Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.
• Serves as resource to administrators or staff on departmental and company procedures.
• Maintains records and filing systems.
• Manages inventory and supplies.
• Arranges with vendors for services. 
• Attends functions to ensure satisfactory outcome. 
• Assists in accounting functions and budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. 
• Tracks and monitors assigned budget expenditures and reports on variances.
• Implements changes or enhancements to procedures to improve productivity, efficiency and service.
• Supervises employees and/or intern workers, as assigned. 
• Complies with Companies policies and procedures and other regulatory standards.
• Complies with ethical and legal standards.
• Performs other related duties as assigned or requested. 

Job Qualifications

• Minimum Education: Associate degree or combined experience/education as substitute for minimum education
• Minimum Experience: 2 Years
• Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
• Preferred Education: Bachelor's Degree
• Preferred Experience: 3 Years
• Preferred Field of Expertise: Combined secretarial and administrative experience in a business environment
• Must possess valid driver’s license, clear driving record, and reliable vehicle with proof of insurance.

Physical Demands

• Frequently required to sit, walk, use hands to finger, handle, or feel, reach with hands and arms. 
• Frequently required to talk or hear. 
• Occasionally required to bend, lift or climb. 
• Specific vision abilities required for this job include close vision, distance vision, ability to adjust or focus.

Work Environment

• The noise level in the work environment usually is low.