Executive Assistant

Class Title: Executive Assistant.

Department: Administrative.

Supervisor: Executive Director.

Supervises: Receptionist/KIRP Coordinator.

Class Characteristics: Under general executive direction, provides assistance to the Executive Director, Deputy Director, and immediate administrative staff; serves as liaison between Board, staff and Executive Director; performs other duties as required.

Essential

General Duties and Responsibilities:

• Responsible for coordination and supervision of support staff activities.
• Supervises Receptionist.
• Prioritizes and assigns work duties to support staff.
• Picks up, sorts, and distributes incoming mail; collects, arranges and ensures outgoing mail is delivered to post office in timely manner.
• Works with Executive Director and Deputy Director in administrative duties.
• Serves as liaison between the administration, staff and Board of Directors.
• Prepares agenda for Board meetings; attends Board meetings; prepares and maintains minutes of the Board of Directors meetings and committee meetings.
• Prepares correspondence, reports, document, etc., for Executive Director, Deputy Director, and administrative staff.
• Prepares and maintains accurate filing system.
• Maintains mailing list, including Board members, members of each committee, and other lists as required.
• Logs incoming checks; types financial reports.
• Schedules conference room.
• Handles all travel arrangements for Board of Directors and staff.
• Maintains copier and postage meter.
• Performs related duties as assigned by the Executive Director or designee.
  
  

Non-essential: None.

Desirable Qualifications

• Training and Experience: Bachelors Degree in Office Management or related field supplemented by two years related work experience. Additional related work experience may be substituted for the education requirements on a year-for-year basis up to a maximum of two.
  
  

Knowledge

Special Knowledge, Skills and Abilities:

• Thorough knowledge of modern office practices and procedures.
• Thorough knowledge of Business English, spelling and arithmetic.
• Thorough knowledge of the functions, procedures, organization and governing laws and regulations of the ADD.
• Thorough knowledge of records management and retention.
  
  

Skills

• Skill in the use of computer, calculator and other office equipment.
• Oral and written communication skills.
  
  

Abilities

• Ability to compose difficult correspondence with general instructions.
• Ability to work independently and without supervision.
• Ability to prioritize work and meet deadlines.
• Ability to prepare and maintain accurate reports, including minutes of meetings, financial reports, correspondence, etc., from rough draft.
• Ability to supervise the work of others while assisting with completing the required duties.
• Ability to maintain effective working relationships with other employees, officials and the general public.
• Ability to exercise initiative and judgment, and make decisions within the scope of assigned authority.
  
  

Additional Information

• Instructions: Very general; must use own judgement most of the time.
• Processes: Required to occasionally consider different courses of action, or deviate from standard operating procedures, to get the job done.
• Review of Work: Minutes of meetings are reviewed regularly; other work is generally not reviewed.
• Analytical Requirements: Analysis based on precedent.
• Decisions and Judgments: When necessary, either makes decisions or makes recommendations to Executive Director or Deputy Director.
• Tools, Equipment and Vehicles Used: Must operate standard office equipment (computer, calculator, telephone, copier, etc.). Must operate vehicle as a job requirement.
• Physical Demands: Work is typically performed indoors at a desk or table with intermittent sitting, standing and stooping; must lift objects weighing less than 25 pounds as a requirement for the job. Must operate vehicle as a job requirement.
• Contacts: Frequent public and internal contacts requiring tact and diplomacy are job requirements.
• Confidential Information: Regular and frequent use of confidential information.
• Mental Effort: Moderate.
• Interruptions: Frequent.
• Special Licensing Requirements: Must possess and maintain a valid driver’s license.
• Availability: N/A.
• Certification Requirements: None.
• Additional Requirements: Must be able to attend meetings during evenings and weekends. Travel is required, including overnights and weekends.
• Overtime Provision: To be determined by current federal and state regulations.
  
  

Agency Expectation Statement

In the performance of their respective tasks and duties all employees are expected to:

• To be knowledgeable and follow all policies and procedures set by LCADD. Support the overall work and functions of LCADD.
• Interact professionally with other employees, customers/clients, outside agencies and the community. Show dedication to meeting the expectations and requirements of internal and external customers.
• Show commitment to the LCADD region and accountability and ownership of work.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with supervisor, fellow employees and organizations.
• Perform quality work within deadlines with or without direct supervision.
• The above is intended to describe the general content of and the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, requirements or responsibilities.
  
  

About Lake Cumberland Area Development District

We serve as regional planning agencies, forums, clearinghouses, technical centers and as conveners for the region while administering numerous federal, state and local programs. Unlike many other organizations structured along multi-jurisdictional lines, ADDs have both federal and state statutory authority.