Executive Assistant

Description

• POSITION SUMMARY
  
  

Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support functions for the Chief Executive Officer. Assignments may be confidential in nature therefore maintaining confidentiality of sensitive and privileged information is a must. Carrying out a variety of administrative duties for the Board of Directors, which require a range of skills and knowledge of organizational policies and procedures is an essential part of the position. This is a part time position working an average of 20 hours per week, including some evenings.

• ESSENTIAL DUTIES AND RESPONSIBILITIES
• Provides high-level administrative support to the CEO, to include screening and handling telephone communications, calendar maintenance, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison on a range of day-to-day issues.
• Keeps the Chief Executive Officer apprised of all relevant information such as developing, arranging for, and coordinating meeting times, schedules and locations for such meetings as well as advisement of the same;
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; provides administrative support and follow-up on matters arising from meetings.
• May screen and evaluate CEO’s incoming and outgoing correspondence and prepares responses as appropriate.
• Schedules and coordinates the CEO’s appointments and/or travel arrangements and coordinates and oversees daily office activities.
• Gathers, enters, and/or updates data to maintain records and databases, as appropriate; establishes and maintains files and records for the office.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with other operating units in the resolution of day-to-day administrative and operational problems.
• Composes, edits, and proofreads minutes of board and committee meetings, correspondence and reports, and prepares a range of administrative documents.
• Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed, and in accordance with pre-established procedures.
• Assists Board members in problem solving, project planning, and development and execution of stated goals and objectives.
• Performs miscellaneous job-related duties as assigned.
• MINIMUM EDUCATION AND EXPERIENCE
• High school Degree or GED;
• Graduate of Business College or Associates Degree in related field preferred;
• Three to five years experience directly related to the duties and responsibilities specified to include supervisory responsibility;
• KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
• Skill in organizing resources and establishing priorities.
• Excellent verbal and written communication skills.
• Knowledge of planning and scheduling techniques.
• Ability to make administrative/procedural judgments.
• Excellent organizational skills and attention to detail.
• Knowledge of ordering supplies, equipment, and services and inventory control.
• Organizing and coordinating skills.
• Ability to analyze and solve problems.
• Ability to maintain confidential and sensitive information.
• Word processing and data entry skills.
• Ability to create, compose, and edit written materials.
• Ability to maintain calendars and schedule appointments.
• Knowledge of travel/lodging planning and scheduling.
• Ability to gather and analyze statistical data and generate reports.
• Familiarity with, or ability to quickly learn, basic office and clerical procedures and equipment.
• PHYSICAL CHARACTERISTICS/WORKING CONDITIONS
  
  

This position contains diverse demands and priorities. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

• Physical Effort and Dexterity: Good dexterity to operate personal computers and office equipment. Occasional lifting and carrying related to office duties.
• Machines, Tools, and Equipment Required to be Operated: Can use office machines and personal computers for word processing, data entry, and spreadsheet applications.
• Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.
• Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required. The position requires travel throughout the Albuquerque metropolitan area. Work is regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines. Fixes asset inventory may require bending, squatting, or lifting.
  
  

This description lists the major duties and requirements of the job and is not all-inclusive. Applicants may be expected to perform job-related duties other than those in this document and may require specific knowledge and skills.